Under the supervision of the Sr. Manager, this position will have responsibilities for the management and coordination of meeting space logistics, client events, and vendors. Will be an integral part of the annual budgeting process and have significant responsibilities while onsite at each year’s Annual Meeting.

Using the latest technology, leads the annual meeting space assignment analysis and process to ensure all convention center and hotel space is maximized for efficiency and cost savings. Coordinates annual meeting pre-planning and specification process and the assignment of annual meeting space in the convention center and hotels. Organizes and coordinates the annual meeting specifications for distribution to the convention center, hotels and our partners (General Services Contractor, Audio Visual, Catering etc.) Serves as the operations liaison and coordinates all logistical aspects of the specialty societies and satellite programs as well as staff meeting space, forums, IC Courses, Satellites and abstract session meeting space, while providing unparalleled levels of customer service. Manages all ancillary function space requests and assignments for the the annual meeting. Performs several integral annual meeting projects. Provides administrative support as needed.

MAJOR RESPONSIBILITIES

a. Coordinates function space for events, conducts analytical research on meeting/event history, square footage and communicates with clients to determine meeting needs.

b. Creates overall meeting planning timelines, assist with budgeting, and maintain the annual meeting logistics database. Serves as technology expert regarding EMS meeting space management and reporting capabilities.

c. Coordinates technology, signage, food and beverage and lead retrieval requirements, and distributes meeting specifications to appropriate staff, vendors, and hotels. Additionally, maintains post-annual meeting historical data.

d. Serves as the main point of contact for various events, which includes managing meeting space and vendor logistics for both internal and external clients.

e. Analyzes previous years' session data to create standardized policies for meeting space and collaborate with the Programs Coordinator to provide resources for societies during the planning process.

f. Serves as the logistics point of contact for industry-sponsored symposia events, ensuring accurate reporting, and providing retrieval reports after the annual meeting. Payment arrangements are clarified with clients and vendors.

g. Coordinates ancillary group meeting space assignments and manages hotel meeting space resources.

h. Ensures accurate reporting from logistics database to disseminate current and correct information for society publications and websites as well as website, mobile app and annual meeting publications.

i. Utilizing new technologies, effectively participates in the yearly budgeting analysis process, finding new ways to incorporate cost savings into the logistics process.

j. Manages logistics and requirements regarding virtual meeting audio visual and internet requirements, looking for budgetary efficiencies.

k. Works with hotels, convention centers, vendors, and clients to gather and communicate logistics information. Maintains all updated floor plans and drawings.

l. Coordinates Show Office Contractor, managing contract, hours, expenses and housing.

m. Manages communication with international groups regarding space assignments, drawings, venue information and signage.

n. Manages yearly configuration of new venue and vendor data.

o. Leads hotel and vendor teams to ensure excellent customer service and provide budget guidance.

p. Prepares full meeting room staff schedule and on-site coordinates room checks, lead retrieval, temp staff and signage.

q. Other duties as assigned.

REQUIREMENTS

a. Bachelor's degree or equivalent degree preferred.

b. Minimum -3 years’ experience

c. Strong written and verbal communication skills

d. Proficient in Microsoft Office

e. Ability to organize and prioritize work

f. Willingness to take ownership for own work