Meeting Manager

This is a fully remote position, open to applicants in United States.

📋 Description

• Strategize, oversee, produce, and implement both in-person events for 10–800 attendees and virtual events, including the Online Annual Conference.

• Manage intricate project planning, comprehensive timelines, contingency strategies, problem-solving, execution, and assessment of association conferences from start to finish.

• Create and oversee event budgets, projections, invoices, revenue, expenses, profitability, and financial objectives.

• Lead conference operations teams comprised of internal stakeholders and event-function leaders.

• Collaborate with stakeholders and vendors to design event components.

• Supervise registration processes, catering, audio/visual setups, exhibits, floor plans, website/marketing reviews, internet connectivity, security, rigging, electrical needs, and on-site operations.

• Develop meeting specifications and communicate plans effectively with vendors and facilities.

• Accurately update meeting information in the EDUCAUSE netFORUM database.

• Manage events either on-site or online and act as a liaison between the association and participants.

• Provide insights on external online learning trends and practices to enhance attendance, engagement, satisfaction, and cost efficiency.

• Analyze post-event data, attendee and exhibitor feedback, satisfaction scores, net promoter scores, and other metrics to recommend enhancements.

• Oversee assigned functions for both the in-person Annual Conference and the Online Annual Conference.

• Conduct regular monthly or bi-weekly conference operations meetings.

• Develop timelines and metrics, address challenges, and implement logistical solutions.

• Create, formalize, and submit requests for proposals (RFPs).

• Evaluate facility and vendor recommendations and present proposals to stakeholders.

• Identify preferred venues, facilities, and vendors based on analysis and preferences.

• Set vendor expectations and negotiate agreements for hotel, audio/visual, food and beverage, security, decoration, and special requests.

• Participate in EDUCAUSE events and activities, providing departmental liaison support to employees, members, volunteers, and clients.

• Travel to support conferences, events, site visits, and pertinent external events.

• Assist members, ensure data integrity, and adhere to data governance policies.

• Support additional EDUCAUSE activities and events, including Board Meetings, Home Week, and PL events.

• Represent EDUCAUSE with professionalism and promote its mission and vision.

⛳️ Requirements

• Submission of a resume and cover letter is mandatory.

• A Bachelor’s degree is required.

• At least eight years of experience in meeting planning; experience in hotel or convention center settings, or a combination of education and experience.

• Training in related fields such as Hospitality Management or Hotel Management is preferred.

• Certified Meeting Professional (CMP) certification is preferred.

• Knowledge of the event industry is essential.

• Understanding of online conference dynamics.

• Exceptional oral and written communication skills are required.

• Strong attention to detail with outstanding organizational capabilities.

• Proficiency in budget creation and management.

• Ability to manage multiple projects effectively with strong team facilitation skills.

• Basic accounting knowledge is necessary.

• Capability to prioritize tasks efficiently.

• Sound judgment and good intuition are essential qualities.

• Self-motivated with a proactive attitude.

• Strong interpersonal skills.

• Proficiency in Microsoft Office Suite is required.

• Must be willing to travel.

• Availability to work outside standard office hours, including evenings and weekends, as necessary.

• Working hours to align with either the employee's time zone, EDUCAUSE core working hours, or hours determined with the supervisor.

• Must be available and responsive during designated work hours.

• Any changes in working hours or time off must be pre-arranged according to departmental guidelines and applicable employment regulations.

🏝️ Benefits

• 2-for-1 employer match on your 403(b) retirement plan; up to 10% of your base salary.

• Employer-covered Life and AD&D, Short-Term Disability, and Long-Term Disability insurance.

• 15 days of vacation and 6 days of personal time each year.

• 9 paid holidays annually.

• One week of paid leave during the holiday closure between Christmas and New Year’s Day.

• A 36-hour work week without any reduction in salary, providing an additional 26 days of paid time off each year.

• Employee Assistance Program (EAP).

• Emergency Travel Assistance.

• Support for professional development.

• Monthly reimbursement for connectivity expenses.

• Flexible remote work arrangements.

• Engaging work with dedicated colleagues.