Meeting and Conference Manger

Position Description:
The Meeting and Conference Manager is a highly visible role which demands extensive client service skills, a high level of professionalism and willingness to handle all planning and administrative details of meetings and events. The ideal candidate must thrive in a challenging, fast passed and “startup” atmosphere where prioritizing and multi-tasking are the expected.

Exceptional attention to detail and first-class organizational skills are mandatory. This dynamic position will report to the Director of Healthcare Partnership Events and work in a team environment to produce events, meetings and additional projects as required.

Responsibilities:
- Facilitate all aspects of meeting/conference planning from site selection, vendor negotiation, event registration, marketing, onsite staffing and post-event reporting
- Work on multiple meetings, large-scale conferences and events simultaneously
- Create and deploy event marketing communications via email, web, print
- Send and track correspondence with speakers and sponsors/exhibitors
- Prepare BEO information with event venues
- Oversee conference/meeting session logistics (room set, production, A/V management etc.)
- Coordinate expenses for speakers traveling to meetings as MDA invited guests
- Work directly with registrants on problems and inquiries
- Develop and maintain solid relationships with exhibitors/sponsors
- Oversee meeting preparation, supplies ordering and packing/shipping of event materials
- Staff events and manage onsite event registration; includes occasional travel
- Data entry and daily administrative functions
- Create invoices and receipts as requested; track expenses for event budget reconciliation
- Create and analyze online evaluations and prepare post-event reports
- Facilitate all post- event invoicing and ensure payments have been made and received in partnership with Accounts Payable/Receivable

Competencies:
- Analytical: Synthesizes complex or diverse information; Collects and researches data; Uses intuition and experience to complement data; Designs work flows and procedures.
- Problem Solving: Identifies and resolves problems in a timely manner; Gathers and analyzes information skillfully; Develops alternative solutions; Works well in group problem solving situations; Uses reason even when dealing with emotional topics.
- Customer Service: Manages difficult or emotional customer situations; Responds promptly to customer needs; Solicits customer feedback to improve service. Responds to requests for service and assistance. Meets commitments.
- Business Acumen - Understands business implications of decisions; Displays orientation to profitability; Demonstrates knowledge of market and competition; Aligns work with strategic goals.
- Professionalism - Approaches others in a tactful manner; Reacts well under pressure; Treats others with respect and consideration regardless of their status or position; Accepts responsibility for own actions; Follows through on commitments.
- Quality - Demonstrates accuracy and thoroughness; Looks for ways to improve and promote quality; Applies feedback to improve performance; Monitors own work to ensure quality.

Qualifications:
- 5+ years professional meeting experience (nonprofit or association experience a plus)
- Up to date on current trends in the meetings industry
- Excellent written and verbal communication skills
- Innovative and resourceful; actively seeks opportunities to improve meetings and events
- Experienced at negotiating and building partnerships with vendors
- Strong time management skills and ability to manage concurrent tasks efficiently
- Superior attention to detail; first class organizational skills
- High energy, positive, professional attitude, pride in work product
- Strong computer skills to include: Microsoft Office and experience using Salesforce or other CRM
- Great team member: willing to roll up your sleeves and pitch in to help your colleagues when needed

MDA is an Equal Opportunity/Affirmative Action employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, national origin, disability, or protected veteran status.


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