Meeting Manager

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

📋 Description

• Oversee the planning and execution of designated in-person, virtual, and hybrid meetings.

• Create and uphold project plans, production timelines, budgets, and meeting specifications.

• Identify venues and vendors, assess proposals, negotiate agreements, and manage contracts.

• Organize accommodations, room allocations, catering, audiovisual services, meeting technology, and transportation.

• Formulate function schedules, room assignments, session logistics, and onsite staffing plans.

• Direct onsite preparations and operations, address issues, and keep client leaders updated.

• Collaborate with client leaders and volunteer committees to transform program plans into well-organized events.

• Manage speaker communications, deadlines, presentation materials, and session specifics.

• Build and oversee registration processes, including attendee categories, pricing, confirmations, adjustments, refunds, and onsite check-in.

• Provide clear information and responsive assistance to attendees, speakers, volunteers, sponsors, and exhibitors.

• Organize abstract programs and continuing education logistics when applicable.

• Develop and monitor meeting budgets, registration trends, vendor expenses, and revenue forecasts.

• Review invoices, track contractual obligations, and reconcile meeting expenses and revenues.

• Handle logistics and fulfillment related to exhibits and sponsorships.

• Compile post-meeting financial summaries and recommendations.

• Partner with client Executive Directors to grasp meeting objectives and decision-making processes.

• Offer updates on progress, budgets, decisions, and potential risks.

• Coordinate with Momentum colleagues and external vendors.

• Lead post-meeting debrief sessions and maintain event records, templates, and insights gained.

• Facilitate meetings from planning through financial closure and recommend enhancements.

⛳️ Requirements

• Minimum of five years of professional experience in meeting or conference management, with independent responsibility for complex events.

• Proven experience in managing meeting budgets, venues, vendors, contracts, registration, and onsite operations.

• Strong project management capabilities with the ability to handle multiple meetings with overlapping deadlines.

• Exceptional written and verbal communication skills.

• Sound judgment and the ability to calmly resolve problems during live events.

• Willingness to learn event technology and collaborate with a remote team.

• Must be able to travel for assigned meetings and site visits, including occasional evenings and weekends during events.

• Experience with association or nonprofit conferences and volunteer-led committees is preferred.

• Experience in planning medical, healthcare, scientific, or other content-intensive meetings is preferred.

• Familiarity with abstract submission and review processes, continuing education, or accreditation workflows is preferred.

• Experience using Cvent or similar registration and event platforms is preferred.

• CMP or another relevant meeting credential is preferred.

🏝️ Benefits

• Health, dental, and vision insurance coverage.

• $500 monthly employer contribution towards the chosen medical plan.

• Employer-paid dental and vision coverage at 100%, including family coverage.

• Basic life insurance coverage of $100,000.

• Long-term disability coverage fully paid by Momentum.

• 401(k) plan with safe harbor company matching up to 4% of salary.

• Immediate vesting of company retirement contributions.

• HSA with annual company contributions for employees enrolled in the high-deductible plan.

• Options for limited-purpose FSA and dependent care FSA.

• Voluntary supplemental coverage at group rates, including accident, critical illness, hospital indemnity, additional life insurance, legal services, pet insurance, and identity theft protection.

• Paid Time Off (PTO).

• Holidays off.

• Flexible remote work options.

• Half Day Fridays throughout the year.