The Program Manager, Meeting Operations reports to the Director, Global Education and Meetings.
Required experience in scientific or medical meetings and registration and housing vendor management skills. Strong computer (data entry, database), verbal, and organizational skills are necessary. Computer proficiency in Microsoft Office; database systems including Access and Excel; Power Point; and ability to learn to use IMIS efficiently. Must demonstrate ability to handle multiple projects simultaneously in a fast-paced environment. College degree or equivalent work experience preferred. Ability to maintain quality standards and meet deadlines in a fast-paced setting. Ability to operate effectively both independently and within a team environment. Must have excellent organizational, interpersonal, written and oral communication skills. Travel required. Certified Meeting Planner preferred.
Manage Annual Meeting & OTO Experience housing and registration. Serve as key liaison with the Academy’s Registration and Housing vendor.
Responsible for attendee marketing of the Annual Meeting. Coordinate print and web Annual Meeting information (general information, registration, housing, tour information, etc.).
Manage food and beverage for assigned events, shuttle transportation, registration and room monitor temporary personnel, logistics planning for the evening events, and committee meetings held during the Annual Meeting.
Manage and handle logistics for any VIP event, including but not limited to the President’s Receptions, and Annual Meeting Boards of Directors meeting and dinner.
Provide all meeting specifications requirements under area of responsibility to the Senior Manager, Meeting Operations by the assigned deadlines.
Manage hotel negotiations and contract for current year and future year hotels both headquarter, overflow, and specialty society sub-blocks.
Coordinate and manage the AAO-HNS/F committee schedule, room assignments, and logistics. Organize/assist with AAO-HNSF staff communication/trainings for Annual Meeting.
Manage the overall registration and housing process from start to finish including database set-up, pricing, survey questions, and implementation timeline. Ensure all key stakeholder information is accurately captured and incorporated into the process.
Manage hotel inventory for sub-blocks for specialty societies, exhibitors, internationals, VIPs, and staff. Coordinate staff and vendor hotel assignments.
Coordinate Annual Meeting attendee marketing activities and messages with Director and Marketing department.
Participate in development of marketing plan, provide information and input for print, web and electronic marketing.
Work with Senior Manager, Meeting Operations on signage/decoration for Registration, Housing and shuttle areas of the Convention Center for the Annual Meeting.
Work with assigned vendors in coordinating details for Annual Meeting, as well as other meetings (includes vendor for hotels, CVB, shuttle, travel, catering, tours, hotel, etc.).
Manage the VIP suite/amenities and transportation arrangements for the Annual Meeting. Coordinate VIP travel, housing, and registration with Executive Services and other key stakeholders.
Manage the Annual Meeting VIP events (President’s Reception, Boards of Directors meeting and dinner, etc.). Responsibilities will include development of VIP attendee lists, invitations, food & beverage, audio visual, entertainment, room/space layout, marketing and promotion, registration, and logistics.
Maintain shared documents within the department – space charts, checklists, hotel contract tracking, and vendor list.
Handle member inquiries regarding registration, housing, and travel.
Develop and distribute weekly housing and registration reports. Monitor results and suggest modifications to blocks and marketing plan to Director, Global Education and Meetings.
Assist with development of event specifications guide. Review vendor orders and production schedules to integrate planning. Review and process final billing for areas of responsibility.
Collect and track shuttle rebates from hotels after each meeting.
Maintain Annual Meeting statistical data as it relates to the Academy’s registration and housing history.
Develop/enhance internal and external communication strategy by developing necessary tools for staff to become educated on the Annual Meeting.
Provide the Director, Global Education and Meetings with weekly, quarterly, and annual reports related to all fiscal aspects of the meetings managed throughout the year.
Monitor and manage Annual Meeting presence and other meeting pages on entannualmeeting.org daily, ensuring accuracy of links and content and update and maintain the meetings section of the Academy’s website with relevant information.
Provide staff attending the Annual Meeting with all necessary information and work with HR to determine resources as well as trainings.
Manage hotel reward programs. Include reward point numbers in hotel contracts. Work with Senior Director and Human Resources to allocate rewards to Academy staff.
Establish and maintain processes and systems in accordance with the Academy’s requirements and meeting industry best practices to ensure consistency, efficiency, and professionalism in meeting management.
Responsible for developing and recommending changes in departmental procedures to increase quality and service to members, exhibitors, and staff.
Provide research assistance for special departmental projects as needed.
May participate on internal teams, either through formal assignment, or on an ad hoc basis.
Consistently demonstrate courteous, cooperative, and helpful behavior to all contacts, internal and external.
Duties and responsibilities may be added, deleted, or changed at any time at the discretion of management, formally or informally, either orally or in writing.
Please submit your resume, cover letter and salary, expectations through one of the following options (applications without this information may not be considered).
Email: Attach a Word document or copy and paste your cover letter and resume.
Mail: AAO-HNSF, 1650 Diagonal Road, VA 22314-2857 Attention: Human Resource
About American Academy of Otolaryngology-HNSF
The American Academy of Otolaryngology – Head and Neck Surgery http://www.entnet.org one of the oldest medical associations in the nation, represents around 12,000 physicians and allied health professionals who specialize in the diagnosis and treatment of disorders of the ears, nose, throat, and related structures of the head and neck. The Academy serves its members by facilitating the advancement of the science and art of medicine related to otolaryngology and by representing the specialty in governmental and socioeconomic issues. The organization’s mission is “Empowering otolaryngologist-head and neck surgeons to deliver the best patient care.”
We take pride in our excellent benefits package offered to eligible employees, which includes medical, dental, and vision coverage. We also provide short and long term disability insurance, life insurance, flexible spending accounts, 403(b) retirement plan, credit union membership, five weeks of PTO, and nine holidays, compressed work schedules and flexible scheduling. We offer a business casual dress environment, free parking, commuter benefits, and walking distance to the King Street Metro. We are proud to be an equal opportunity employer.