Senior Meeting Manager

Position Overview

The Senior Meeting Manager assumes responsibility for planning, managing, executing and evaluating logistical aspects of the ACVIM Forum and supporting other organizational initiatives. Meeting planning responsibilities for the ACVIM Forum include, but are not limited to, overseeing the development of registration, housing, signage, security, offsite event management, marketing material review and updates, budgetary oversight, virtual event management, collaborative work with vendors, and more. This role works collaboratively across the organization and supports work across other departments or organizational initiatives. This role must demonstrate a positive attitude, strong customer service skills and the ability to operate in a high-performing, collaborative team environment with internal team members, other departments, suppliers, ACVIM members, speakers, volunteers, and other key stakeholders. Expertise in standard meeting professional concepts, practices, and procedures is required.

Essential Functions

Lead the planning, execution, and evaluation of the ACVIM Forum and other assigned meetings, ensuring successful delivery of in-person, virtual, and hybrid event experiences.

Manage event registration strategy and operations, including pricing, policies, platform development, testing, reporting, and attendee support.

Oversee housing and venue logistics, including room block management, site visits, security planning, risk management, and emergency preparedness.

Develop and maintain comprehensive event timelines, project plans, and logistical master agendas to ensure successful execution of all event components.

Manage event budgets, forecasts, financial reporting, billing reviews, and identify cost-saving opportunities while maintaining program quality.

Cultivate and manage relationships with vendors, venues, service providers, and planning partners, including contract negotiation and performance oversight.

Coordinate speaker, educational session, and abstract-related logistics in collaboration with internal teams, committees, and external stakeholders.

Oversee onsite and digital event communications, including signage, website content, marketing material reviews, sponsor recognition, and attendee-facing information.

Manage offsite events and special functions, including venue selection, contracting, logistics, and onsite execution.

Support event technology platforms, including registration systems, mobile applications, virtual event platforms, and other meeting management tools.

Analyze event performance, industry trends, attendee data, and historical metrics to provide recommendations for continuous improvement and strategic planning.

Provide leadership, mentorship, and subject matter expertise to staff while fostering collaboration across departments, committees, volunteers, and key stakeholders.

Support sponsorship fulfillment and organizational initiatives that advance ACVIM's educational, member engagement, and meeting objectives.

Travel as required to support site visits, onsite event management, and other organizational meetings and programs.

Minimum Qualifications

Education and Experience:

• Bachelor’s degree required
• CMP, CMM or DES preferred
• Minimum of 5-7 years of experience in a similar role and relevant subject matter expertise
• Experience in professional society, membership organization, hospitality or similar environment preferred

 Skills/Knowledge:

• Leadership: Demonstrates the ability to guide individuals and foster cross-collaboration across teams to achieve organizational goals through clear direction, relationship-building, and effective decision-making.
• Communication: Exceptional interpersonal and written communications skills.
• Software Tools: Advanced level of experience with Microsoft Office Suite, Adobe Acrobat Pro, and other applicable planning software platforms.
• Problem Solving: Ability to define problems, collect data, establish facts, and draw valid conclusions.
• Project Management: Ability to manage multiple projects simultaneously; familiarity using online project mgmt tools.
• Event & Logistics Management: Ability to plan, manage, execute, and evaluate the logistical components of in-person and virtual events.
• Budget Management: Proficient in budget development management and financial oversight.

Core Competencies:

• Ability to consistently model ACVIM's core values by demonstrating the following:
  • Adaptability, continuous learning, and a growth mindset
  • Reliability, accountability, and consistent follow-through
  • Strong judgment, integrity, and the ability to build trust
  • Collaborative working style with strong relationship-building skills
  • Ability to empower others and work independently when needed 

Other Job Details

Supervisory Responsibility

This position has staff supervision responsibilities.

Position Type/Expected Hours of Work

Full-time exempt position working 40 hours per week, Monday – Friday during general business hours with periodic schedule deviations to support business needs. Domestic travel will be required (5-7 times per year), including one week, annually, for the ACVIM Forum, which may include international travel.

Physical Demands:

• Ability to sit or remain stationary at a computer workstation for extended periods of time.
• Frequent use of hands and fingers to operate a computer keyboard, mouse, and other standard office equipment.
• Occasional lifting and moving boxes or equipment weighing up to 30 pounds.

This job description is not intended to be an exhaustive list of all duties, responsibilities, or qualifications associated with the position. Duties and responsibilities may change at any time with or without notice.

Salary : $86,000 - $97,000