Manager, Meetings

Job Description

Job Description

We are seeking an experienced events professional who brings strong project management expertise and a passion for stewarding the many details that make meaningful events possible. At the Institute of Food Technologists (IFT), you will work alongside dedicated colleagues and trusted partners to deliver best in class events that advance our mission. We value your voice and encourage you to contribute your experience, share new ideas, and leverage technology to drive continuous improvement. If you are a strong communicator with a service oriented mindset and a proven ability to execute with excellence, this role offers an opportunity to do impactful work and thrive.

WHO WE ARE:

Since 1939, the Institute of Food Technologists (IFT) has served as the voice of the global food science community. IFT advocates for science, technology, and research to address the world’s greatest food challenges, guiding our community of more than 200,000. IFT convenes professionals from around the world – from producers and product developers to innovators and researchers across food, nutrition, and public health – with a shared mission to help create a global food supply that is sustainable, safe, nutritious, and accessible to all. IFT provides its growing community spanning academia, industry, and government with the resources, connections, and opportunities necessary to stay ahead of a rapidly evolving food system as IFT helps feed the minds that feed the world. For more information, please visit

POSITION OVERVIEW:

Reporting to the Director, Event Operations, the Manager, Event Operations is responsible for assisting with delivering on the successful logistical operations of IFT events and meetings, including Board of Directors meetings and the IFT FIRST Annual Event and Expo. This position requires meticulous attention to detail, superior organizational skills, and an ability to collaborate interdepartmentally while building robust working relationships with IFT vendors and partners. The Manager, Event Operations will work alongside the Director, Event Operations and will utilize their strong financial acumen and high responsiveness to ensure meetings and events are conducted within budget and on time.

RESPONSIBILITIES:

• Works collaboratively with the CEO and Executive Governance and Business Administrator to lead planning efforts for the Board of Directors meeting logistics, including lodging, transportation, F&B, meeting space selection, etc.

• Partners with cross-functional teams to understand their event operation needs, provides strategic recommendations, and owns end-to-end execution based on aligned plans

• Manages the full housing process, including room block tracking, reporting, hotel rebates invoicing and tracking, and coordination of VIP and staff accommodations, in partnership with the Director of Operations and the designated housing service provider

• Manages IFT’s Hotel Points Program, overseeing coordination, monitoring usage, and ensuring alignment with event travel needs and budgetary guidelines

• Participates in contract negotiations for various IFT events

• Collaborates with the Director, Event Operations to contribute to a comprehensive event emergency and crisis plan, in addition to health and safety plans, as needed

• Manages planning and logistics in coordination with IFT’s designated shuttle provider(s), ensuring efficient transportation services for event attendees

• Coordinates logistics of the IFT FIRST ancillary events (Fun Run, Belonging Bash, Professional Networking Event, etc.), as well as other IFT-hosted events at IFT FIRST

• Leads and manages staff scheduling, including oversight of onsite temporary staff schedules, to ensure adequate coverage and operational efficiency

• Partners closely with the Sales team to ensure sponsor agreements are accurately executed and fulfilled at IFT FIRST

• Works cross-functionally to provide input into post-event overviews and analysis, including reporting, invoicing, survey analysis, and future recommendations

• Effectively manages vendor relationships to ensure alignment with organizational goals and achievement of agreed-upon outcomes

• Creates and updates event operations standard operating procedures, as necessary

• Ensures compliance with industry and legal regulations and best practices, and adherence to company processes and procedures

• Assists with shipping for annual event

• Keeps current with evolving technology, tools, and best practices, applying new knowledge to optimize existing processes and workflows

WHAT WE OFFER:

• The hiring pay range for this role is $85,000 – 100,000/per year. (Commensurate with experience and qualifications.)

• Bonus eligibility (Based on annual performance and board approval.)

• 401k and annual profit sharing (Based on IFT’s financial standing.)

• Hybrid work environment

• Flexible schedule with a 40-hour work week

• (3) weeks’ vacation plus a paid winter break at the end of December

• Sick time/Personal and Floating days/Paid Holidays

• Medical (BC/BS), dental, and vision plans at affordable rates.

• Employer paid Life Insurance and Long-Term Disability Insurance

• Professional Development

• Employee Assistance Program

• Onsite Wellness Center (Unlimited fitness classes, state of the art amenities, personal training, nutrition counseling and more!)

• Online discount marketplace (Pet Insurance. Identity Theft. Vacations. Tickets to concerts. Gym memberships. Local restaurants. Car rentals. Supplements. Clothing. TVs. Coffee. Jewelry, etc.)

• Most benefits begin the first of the month following employee’s start date. IFT offers a comprehensive benefits package designed to reward and energize our employees, so they can live a balanced life and maintain their well-being. Please visit this link for additional benefit information -us/our-story/work-at-ift

WHAT WE REQUIRE:

• 5+ years of experience or demonstrated competency in hotel, meetings, trade shows, or exhibits management

• 5+ years of experience or demonstrated competency in project management

• 5+ years of experience or demonstrated competency using and managing database systems

PREFERRED EXPERIENCE:

• Bachelor's degree in business, marketing, hospitality, event management or equivalent preferred

• Experience with a health or scientific organization and/or prior experience in association meetings and events

• Certified Meeting Professional (CMP) designation

• Proficient with Microsoft Office Suites

• Effective written and verbal communication

• In-depth hands-on experience in end-to-end event planning and management

• Experience developing and managing event budgets, expense tracking, budget monitoring and post event invoice reconciliation

FOR CONSIDERATION:

For consideration, please apply by submitting your resume and cover letter.

Institute of Food Technologists is an equal opportunity employer.

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