Description
Purpose of Position/Essential Function
Primary focus includes the management of all scheduled programs, from soliciting, reviewing and negotiating of all hotel, convention center and vendor contracts to the facilitation of meeting logistics. Provide direct leadership and guidance to the Meeting Services Department, and collaborate with the Education and Exhibits Departments, to plan and produce high-quality and cost-effective educational activities in accordance with ACCME, AMA, AdvaMed, and international guidelines where appropriate. Organizes, analyzes, and recommends locations for education and business meetings. Assist in creating strategic marketing plans, responsible for the overall logistical management of meetings, both educational and committee. Develops and manages activity budgets; provide financial reporting and performance tracking.
Basic Functions and Responsibilities
1. Administer the solicitation and negotiation of all meeting-related contracts. Can delegate specific contracts to other team members to initiate.
2. Manage meeting logistics and RFPs for all meetings, educational or committee, including but not limited to hotel, convention center, and vendor contracts, meeting room assignment and set-up, food and beverage, audiovisual, signage, destination management, special events, board, faculty and staff travel, and registration.
3. Directly responsible for the overall Annual Meeting city selection, convention center and hotel contracting. Control all logistics for the Annual Meeting; provides support for the technical exhibition.
4. Work directly in the partnership procurement and contracting between NASS and other related medical societies, as needed.
5. All duties as assigned by Executive Director and/or Associate Executive Director of Event Services to achieve NASS goals and objectives in promoting the values and mission.
6. Delegate and assign projects to Meeting Services department staff.
7. Maintain a working knowledge of all NASS service areas, and provides peer support/back-up as needed.
8. Assists in establishing a productive relationship with members, staff, and volunteers.
9. Track meeting schedules of other spine-related societies and groups to try to prevent overlap events.
10. Assist in writing, proofing and editing marketing copy and supporting text.
11. Assist in establishing a productive relationship with volunteers, members, staff, as well as contractors, site personnel (hotel and convention center) while striving to enhance the image and reputation of NASS as a pre-eminent, high-quality medical specialty society.
12. Develop and accurately maintain historical / statistical database for all meetings assigned, and generate reports as requested.
13. Preparation of the annual and individual program budgets as assigned, monitor financial condition of the programs for cost-effectiveness, approves all expenditures.
14. Provide feedback in developing a marketing strategy for CME activities and products. Analyze member's past annual meeting comments, to identify improvements. Meet with internal resources regularly to coordinate CME educational resource efforts, and to integrate marketing strategy into overall NASS promotional plan.
15. Delegate faculty arrangements, vendor, and logistical needs to various NASS staff.
16. Write, proof, and edit marketing copy and supporting text.
17. Edit, proof, and prepare reference materials for distribution onsite.
18. Evaluate work performance of Meeting Services Department staff.
19. Update conflict calendars as required.
Minimum Education/Experience Requirements
1. Bachelors degree required.
2. Nine years+ of meeting planning experience required.
3. CMP preferred
Supervision Received
Directly supervised and reviewed by Associated Executive Director of Event Services. Independent in determining work methods and deadlines. Minimal supervision required. Deadlines set by Meeting Services or Education Department, Committees or Board of Directors.
Supervision Exercised
Meeting Services Department staff
Staff and volunteers assigned to off-site programs
Relationships
Close Contact
Meeting Services Department
Exhibits Department
Education Department
IT Department
Marketing Department
Moderate Contact
All other support teams.
Volunteer / Member Contact
Program committees
Board of Directors, President’s family
Other collaborative partnering organizations and support personnel for assigned individual program activities and projects.
Service Providers/Other Partners
Primary interface with convention center/hotel/meeting facility for all contractual items, concessions and an effective meeting administration schedule.
Requirements
Minimum Education/Experience Requirements
1. Bachelor’s degree required.
2. Nine years+ of meeting planning experience required.
3. CMP preferred
Other Requirements
- Highly developed oral, written, and interpersonal communications skills required.
- Strong sense of commitment and the ability to handle multiple projects with overlapping and simultaneous deadlines efficiently and effectively.
- Creativity, resourcefulness, and problem-solving skills are a must.
- Analytical and organizational skills required.
- Computer literacy is essential, (proficiency with Microsoft Office Suites); average to heavy computer usage.
- Group facilitation skills required.
- Ability to lift boxes weighing up to 20 lbs.
- Travel 5-10 times per year required, night and weekend work as needed.
