Meetings Manager

Job Description

The Meetings Manager is responsible for the planning, coordination, and execution of SRAI meetings and events, including meeting logistics, exhibitor services, and sponsorship activities. The position manages multiple projects from initial planning through completion, working collaboratively with staff, volunteer leaders, vendors, and external partners to ensure successful events. The role requires strong organizational and project management skills, attention to detail, sound judgment, and the ability to manage competing priorities and deadlines.

Essential Responsibilities:

• Plan, coordinate, and execute SRAI meetings and events, ensuring effective logistics, quality standards, and a positive attendee experience.
• Research and recommend meeting locations, coordinate site selection, and negotiate hotel and vendor contracts within established organizational parameters.
• Manage meeting logistics, including hotel accommodations, sleeping room blocks, audiovisual arrangements, meeting space, food and beverage, signage, registration, and networking events.
• Develop, maintain, and implement meeting procedures, guidelines, timelines, and operational processes.
• Coordinate meeting registration, attendee communications, and on-site operations, including working with staff and vendors to ensure appropriate event coverage and support.
• Coordinate exhibitor logistics and services, including working with contractors and vendors, preparing exhibitor service materials, managing booth assignments, and ensuring compliance with exhibit contracts and event requirements.
• Collaborate with staff to develop and execute marketing and communications plans that promote meetings and increase participation, including preparing meeting-related promotional content and attendee communications.
• Monitor meeting industry trends, technologies, and best practices, recommending and implementing improvements to event planning and delivery.
• Prepare, manage, and monitor assigned meeting budgets, including expenses, financial reporting, and budget reconciliation.
• Maintain accurate meeting records, performance data, and historical information; prepare timely reports and evaluations to support future planning.
• Complete other duties as assigned.

Minimum Requirements:

Education & Certifications:

• Bachelor's degree in Event Management, Hospitality Management, Business Administration, Communications, or a related field.
• Certified Meeting Professional (CMP) designation preferred.

Work Experience:

• 5+ years of progressively responsible experience in meeting and event planning managing conferences over 500 people, including logistics, vendor coordination, and budget management.
• Experience working with volunteers, committees, exhibitors, and external partners; association experience a plus.
• Demonstrated experience with marketing, budgeting, and event performance reporting.

Skills/Capabilities:  

• Strong meeting planning and project management skills, with the ability to manage multiple projects, competing priorities, and established deadlines.
• Excellent organizational skills and attention to detail, including the ability to anticipate needs, resolve problems, and adapt to changing circumstances.
• Strong written and verbal communication skills, including the ability to prepare professional correspondence, promotional materials, and event communications.
• Excellent interpersonal and relationship management skills, with the ability to work effectively with staff, volunteers, vendors, sponsors, and exhibitors.
• Strong negotiation and problem-solving skills, with sound judgment in managing contracts, budgets, and event logistics.
• Ability to work independently, take initiative, and follow projects through to completion.

Technical Skills:

• Proficiency in Microsoft Office, including Word, Excel, Outlook, and PowerPoint.
• Experience with event registration and event technology platforms.
• Familiarity with website content management, email marketing, and virtual meeting platforms preferred.

Environmental and Physical Conditions:

• Office environment, some lifting required – less than 25lbs
• Occasional travel, approximately 10%
• Physical requirements will vary at conferences. 

Compensation: $85,000 annually, commensurate with qualifications and experience. SRAI offers a competitive benefits package.