Meeting Manager in Washington, District of Columbia at The American College of Obstetricians and Gynecologists

Washington, District of Columbia, United States

Position Title: Meeting Manager

The Meeting Manager is responsible for planning, organizing, and executing assigned in-person, hybrid, and virtual meetings and events. This position manages event logistics, including venue sourcing, contract negotiation, attendee registration, meeting technology, vendor coordination, and on-site execution. The Meeting Manager develops and manages budgets for assigned meetings, maintains relationships with vendors and internal stakeholders, and implements strategies that support each events objectives, vision, and overall success.

Note: This position is considered Hybrid and will need to commute to ACOG's office located in Washington, D.C.

Supervisory Responsibilities:

This position has no direct supervisory responsibilities but does serve as a coach and mentor for other positions in the department.

Duties/Responsibilities:

Research and recommend venues for assigned meetings and conduct site visits as needed. Prepare and distribute site evaluation reports and recommendations to the Meetings and Exhibits Department, District Officers, and other stakeholders.
Develop and manage budgets for assigned meetings. Review historical data, monitor expenses, and provide recommendations to ensure events remain within approved budget projections.
Negotiate pricing, contracts, and services with hotels, meeting venues, and vendors, including audiovisual, security, transportation, destination management, printing, and other event-support providers.
Develop comprehensive meeting specifications, including meeting and exhibit space, sleeping rooms, food and beverage, audiovisual requirements, room sets, transportation, and other operational needs.
Manage assigned meetings from the initial planning stages through on-site execution and post-event closeout.
Partner closely with event leads and other internal stakeholders to understand program objectives, recommend solutions, and identify opportunities to enhance the attendee experience and overall success of each event.
Coordinate attendee registration, meeting technology, virtual meeting platforms, and other systems used to support assigned events.
Prepare and lead pre-convention meetings and communicate event requirements to venues, vendors, and internal stakeholders.
Proactively identify potential risks and promptly escalate issues that could jeopardize the budget, attendee experience, or successful execution of an event.

Review, approve, and process invoices throughout the planning process and following each meeting. Ensure charges are accurate and consistent with approved contracts and budgets.
Prepare post-event debriefs, analyze event outcomes and attendee feedback, and develop recommendations for future meetings.
Host and support virtual meetings and events using Zoom and other designated platforms.
Perform assigned responsibilities for the Annual Clinical & Scientific Meeting and assist with other departmental meetings, projects, and initiatives as needed.

Required Skills/Abilities:
Experience developing and managing event budgets, negotiating contracts, and working with hotels, venues, and event-service vendors.
Self-motivated, highly organized, and detail-oriented, with the ability to manage multiple priorities and meet tight deadlines in a fast-paced environment.
Strong interpersonal and communication skills, including the ability to interact diplomatically with diverse stakeholders and remain composed in stressful situations.
Ability to exercise sound judgment and appropriately apply organizational policies and procedures.
Ability to maintain a hybrid work schedule, including working in ACOGs office three days per week, in accordance with ACOGs hybrid-work policy.
Ability to travel frequently for site visits and assigned meetings and events, including occasional evenings and weekends.

Education and Experience:
Bachelor's degree required.
Minimum of five years of progressively responsible meeting and event planning experience in an association, hotel, corporate, or similar environment, including demonstrated experience independently managing complex meetings from initial planning through on-site execution and post-event closeout.
Experience developing and managing event budgets, negotiating contracts, and working with hotels, venues, and event-service vendors.
Experience with association management systems, event registration platforms, and meeting technology required. Experience with NetForum, eShow, Zoom, and Microsoft Office applications preferred.
Certified Meeting Professional (CMP) designation preferred.