The American Association of Airport Executives (AAAE) meetings team is made up of business event professionals who are responsible for designing, driving, executing and measuring in person meetings that target members, corporates, industry partners, government officials and prospects. The team is a highly visible part of the association that drives business results.
AAAE is seeking an experienced Director of Meetings who will be personally responsible for the management and execution of up to 10-15 domestic and international meetings annually ranging from 75 to 2,500 people. This position will play a key role in creating and implementing industry best practices, mentoring a team, and leveraging relationships with internal and external stakeholders to ensure flawless event execution and budgetary oversight. The incumbent will have supervisory responsibilities and reports directly to the Vice President of Meetings.
A successful candidate will have 8-10 years’ experience managing multifaceted meetings and events that often overlap and require attention simultaneously.
Responsibilities include, but are not limited to:
- Work cross-functionally with internal and external stakeholders to develop innovative meetings that meet the needs of our members
- Work in collaboration with hotel partners, host airports, AAAE moderators, marketing and the sales team to create memorable event experiences and robust marketing campaigns that drive attendance and revenue
- Assist Vice President of Meetings in management responsibilities of the department to include budgeting, goal development, business processes, marketing and promotion, staff supervision and future planning
- Assist in the distribution and assignment of projects within department to ensure that deadlines are met and work is distributed equitably
- Manage logistics for assigned meetings through the entire event life cycle. Including contracting, pre-event logistics, onsite logistics and post-event reporting
- Assist with annual conference logistics and provide staff support for other select meetings
- Assist direct reports with the contract negotiation process using a corporate addendum in conjunction with hotel contracts
- Create RFPs and negotiate contracts using the association’s addendum
- Create and maintain individual meetings’ websites and registration through iMIS (association’s database) for all assigned meetings
- Develop, track, report, and reconcile budgets for assigned meetings
- Risk management and contracting to include:
- Ensure compliance with legal, insurance, and risk mitigation standards
- Skillfully negotiate all contract clauses with special attention paid to lower risk in attrition, mitigation, force majeure, and cancellation clauses
- Oversee vendor performance and accountability
- Supervise and mentor select team members
- Leverage industry relationships and event management experience to gain advantageous contract terms and mitigate risk
- Maintain history of performance for all assigned meetings
- Performs other related duties and assignments as required
Key Performance Indicators (KPIs):
- Attendance growth and retention rates
- Net revenue and budget performance
- Attendee satisfaction scores
- Operational efficiency and cost savings
Education, Prior Work Experience & Specialized Skills:
- 8-10 years of meeting planning experience preferability with an association or association management company
- Bachelor’s degree and CMP preferred
- 5+ years managing a direct report(s)
- Ability to travel to assigned meetings as business needs require (including some weekend travel)
- Experience managing event websites, meeting apps, AMS systems and event management software
- Strong budget management acumen by owning P&L for assigned meetings portfolio. Drive revenue through pricing strategy and expense controls
- Ability to forecast financial performance and effectively report details to senior management
- Ability to work with a sense of urgency and deliver under tight deadlines, prioritize workload for yourself and direct report(s)
- Tech savvy with an ability to think outside the box to find solutions and learn new systems as needed.
- Proven record of making sound decisions on one’s own accord while supporting the AAAE mission
- Experience with event tech platforms including registration, mobile app, and virtual/hybrid platforms.
- Prior use of data analytics and reporting tools
- Forward thinking attitude/experience in using AI or other automation in event planning
The ideal candidate will exhibit strong organizational skills, excellent customer service, extensive contract negotiation experience, and team-building skills; self-motivated; ability to handle multiple projects simultaneously and meet deadlines; comfortable with managing a budget; flexible and adaptable; exemplary people management skills. The ideal candidate will also possess the ability to implement projects independently and work with various departments in a team environment. Skilled in Microsoft Office Suite and database experience are necessary. Travel is required along with the ability to work a flexible schedule as dictated by workload.
Typical physical demands/work environment:
To successfully perform the essential functions of this job, with or without reasonable accommodation, an employee is occasionally required to stand; walk; sit; use hands to grasp objects; reach with hands/arms; balance, stoop, kneel, or crouch; speak or listen; lift and/or carry up to 25 pounds; use close, distance, color, peripheral, depth perception, and focused vision. While performing the duties of this job, the employee is not exposed to weather conditions, and the noise level is moderate.
