The Association for association professionals in Chicagoland

The Meeting Manager works across departments to manage the start-to-finish planning, execution and evaluation of all APMA meetings and events, serving as the organization’s central owner and coordinator for meetings strategy and operations.

Key Responsibilities

Meeting Planning & Execution

• Plan, manage, and execute all APMA meetings and events, including annual scientific meeting, House of Delegates, Legislative Conference, Board of Trustees, committee meetings, education programs, leadership programs, and other organizational events.
• Lead planning efforts from concept through post?event evaluation, ensuring consistent quality, timelines, and outcomes across all meetings.
• Serve as the internal lead and subject?matter expert on meeting planning best practices.

Venue & Vendor Management

• Research, evaluate, and recommend meeting venues, destinations, and formats based on program needs, budget, attendance, and strategic goals.
• Serve as the primary point of contact with convention bureaus, hotels, convention centers, audiovisual providers, general service contractor, registration provider, and other vendors.
• Manage vendor RFPs, selection, contracts, and performance.

Budgeting & Financial Oversight

• Collaborate with internal departments to develop, manage, and monitor meeting budgets.
• Track expenditures across all cost categories and ensure meetings are delivered within approved budgets.
• Identify cost?saving opportunities while maintaining event quality and attendee experience.
• Support post?event financial reconciliation and reporting.

Travel & Housing Management

• Provide guidance and oversight on all travel and housing logistics, including room blocks, attrition management, cutoff dates, and concessions.
• Serve as an internal advisor on travel?related issues for staff, speakers, and volunteers.

Internal Coordination & Process Improvement

• Lead cross?department planning meetings and timelines to ensure alignment and accountability.
• Develop and maintain standardized meeting planning tools, templates, timelines, and processes.
• Streamline and continuously improve meeting planning workflows across the organization.
• Ensure clear roles and responsibilities between internal staff and any contracted meeting planning partners.

Contracted Partner Oversight

• Coordinate and manage external meeting planning consultants or contractors as needed.
• Ensure external support complements internal capacity and adheres to APMA standards, budgets, timelines, and expectations.
• Serve as the internal owner of all meetings, regardless of outsourced support.

Onsite & Post?Event Management

• Oversee onsite logistics, staffing, and issue resolution for meetings and events.
• Coordinate with vendors, venues, and internal stakeholders during events to ensure smooth execution.
• Lead post?event debriefs and evaluations, documenting lessons learned and recommendations for future improvements.

Required Skills and Qualifications

• Bachelor’s degree or equivalent combination of education and experience.
• Minimum 5 years of progressively responsible meeting planning experience, preferably within an association, nonprofit, or similar complex organization.
• Certified Meeting Professional (CMP) designation preferred
• Demonstrated experience managing multiple, concurrent meetings and events of varying size and complexity.
• Strong budget management and vendor negotiation skills.
• Excellent organizational, communication, and project management abilities.
• Ability to work collaboratively across departments and manage competing priorities.
• Proficiency with Microsoft Office and meeting/event management systems
• Experience with A2Z or similar event software preferred
• Willingness and ability to travel and work onsite at meetings as required.

About APMA

The American Podiatric Medical Association (APMA) is the leading professional organization representing podiatrists in the United States. Dedicated to advancing foot and ankle health, APMA provides advocacy, education, and resources to support its members in delivering high-quality patient care. The association promotes research, public awareness, and professional development to enhance the field of podiatric medicine. Through its commitment to excellence and innovation, APMA works to improve healthcare policies, foster collaboration within the medical community, and elevate the role of podiatrists in the broader healthcare system.

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