Manager, Meetings and Exhibits in Philadelphia, Pennsylvania | Careers at Philadelphia Office
Overview
The Meetings Manager will provide a high level of meeting management expertise to the Senor Director, Meetings Manager and to the Association overall. This individual will be a mid-level meeting professional with exceptional organizational skills. In addition, the Meetings Manager will be highly detailed-oriented, with at least 4-6 years of meetings experience; 1 year of which should be as the manager/coordinator within a meetings department. The Meetings Manager will possess the ability to take-charge and work with internal and external customers to produce world-class meetings and events of up to 1000 attendees.
Responsibilities
•Manages meetings logistics as they relate to requests for proposals, site recommendations and visits, contract pricing and negotiations, and budget management. •Provides sourcing through CVENT for scientific meetings, workshops and conferences. •Communicates in a timely manner with attendees, VIPs staff and multiple vendors on logistics, registration, housing and audiovisual requirements. •Creates written reports on each meeting managed, regarding hotel/convention center service, vendor performance, and other relevant aspects. •Contracts with and manages vendors including decorator, audiovisual services, exhibits management, catering services and entertainment. •Negotiates volume pricing with hotels, ground transportation, and third parties. Reviews all hotel contracts. •Acts as staff liaison to relevant committees and works cross functionally with various departments within the AACR. •Travels to meetings to manage on-site events, working extended hours including standing and walking for long periods of time, to support events that are scheduled on weekends and during evening hours. •Conducts bill reconciliations and post-meetings follow-up and assessment. •Supports the Senior Director of Meetings and Exhibits with work related to the AACR Annual Meeting. •Works in a team environment and collaborates with other departmental managers and support staff. •Performs the essential functions of the position and other tasks as required.
Qualifications
•BA or BS degree or higher, CMP a plus but not required at this level. •Minimum 3-5 years experience in meeting planning, 3 of which are as manager. Scientific/medical Association experience a plus. •Has experience with managing large meetings and is familiar with convention center logistics. •Has booked and managed an international meeting a plus. •Plans, executes and manages scientific meetings, workshops and conferences with up to 3,000 attendees. •Lifts and/or carries meeting materials weighing 10-20 pounds. •Highly skilled in contract negotiations and logistics management. •Superior ability to prioritize and manage time. •40% travel required, within the US and worldwide. •Strong interpersonal skills and the ability to work with diverse groups. •Ability to manage multiple projects as well as people; multi-tasking skills. •Customer-driven with the ability to make good decisions. •Excellent verbal and written communication skills. •Strong project management attributes that involve intricate planning, good detail and follow up. •Strong sense of professional business ethics, appearance and etiquette. •Advanced computer skills including Word, Excel, PowerPoint, Access, Adobe. •Uses the computer to run programs such as Microsoft Office Suite in performing administrative tasks related to meetings and exhibits.
Equal Opportunity Employer
About American Association for Cancer Research
AACR is the oldest and largest scientific organization in the world focused on every aspect of high-quality, innovative cancer research. Its reputation for scientific breadth and excellence attract the premier researchers in the field. The programs and services of AACR foster the exchange of knowledge and new ideas among scientists dedicated to cancer research, provide training opportunities for the next generation of cancer researchers, and increase public understanding of cancer.
To that end, AACR:
Publishes eight peer-reviewed scientific journals: Cancer Research; Clinical Cancer Research; Molecular Cancer Therapeutics; Molecular Cancer Research; and, Cancer Epidemiology, Biomarkers & Prevention.
Publishes CR, a magazine for cancer survivors, patient advocates, their families, physicians, and scientists. It provides a forum for sharing essential, evidence-based information and perspectives on progress in cancer research, survivorship, and advocacy.
Convenes topical scientific conferences and an annual meeting that draws more than 22,500 participants from the cancer research community.
Offers workshops, fellowships and grants for early-career investigators and investi...gators-in-training.
Collaborates with cancer survivors, raises public awareness of the progress in and cause for hope in cancer research, and advocates for strong federal research funding.
