Meeting and Program Manager

Role Description

This role is responsible for the operational execution of client events, from handoff through post-event reconciliation, in alignment with approved strategies, timelines, and budgets. The ideal candidate is an experienced event professional who applies standardized tools, templates, and workflows to deliver consistent, high-quality events while partnering with centralized functional teams and continuously driving improvement.

Key Responsibilities

• Event Execution & Operations
  • Executes client events in alignment with approved event strategies, timelines, and budgets.
  • Manages assigned events from handoff through post-event reconciliation.
  • Translates strategic objectives into detailed operational plans and onsite execution.
  • Applies standardized tools, templates, and workflows to ensure consistency across events.
• Logistics & Onsite Management
  • Plans and manages meeting room specifications, registration flow, signage, staging, and attendee movement using standardized planning tools.
  • Provides onsite event management support, including troubleshooting, vendor oversight, and real-time decision-making.
  • Plans and manages food and beverage programs in alignment with event goals, budgets, and attendee needs.
• Speaker Management
  • Collects and maintains accurate speaker profile information, including name, title, organization, biography, and headshot, for use across promotional and event materials.
  • Conducts speaker onboarding by communicating all key session details, including date, time, format, platform logistics, and any client-specific content or conduct expectations.
  • Serves as the primary point of contact for speakers throughout the event and/or webinar lifecycle, providing consistent, professional communication from confirmation through post-event follow-up.
  • Configures and verifies appropriate speaker permissions within the webinar platform, including panelist access and screen-sharing capabilities, in advance of each session.
  • Requests, collects, reviews, and uploads presentation slides, handouts, and supporting materials, ensuring submissions meet deadlines and content standards.
• Website/LMS
  • Coordinates the timely distribution of post-webinar materials including recordings and presentation slides, across applicable platforms and resource libraries.
  • Manages the upload and organization of webinar recordings within the LMS or website, ensuring accurate descriptions and accessibility.
• Collaboration & Continuous Improvement
  • Collaborates closely with the team to align execution with overall event strategy and client expectations.
  • Communicates regularly with internal teams and client regarding timelines, logistics, and event updates.
  • Identifies process improvement opportunities to enhance efficiency and consistency across events.
  • Supports transformation initiatives by adopting new tools, processes, and best practices.
  • Participates in post-event debriefs to evaluate outcomes and identify opportunities for improvement.

Qualifications

• Bachelor’s degree or equivalent professional experience in event management, hospitality, or a related field.
• CMP or other industry certification strongly preferred or in progress.
• Minimum of 2 years of professional meeting planning experience, preferably within an association or association management company environment.
• Demonstrated experience managing food and beverage, AV/production, vendor coordination, and on-site event execution.
• Proficiency in Microsoft Office Suite and various AMC project management tools.
• Strong organizational and project management skills with the ability to manage multiple events simultaneously.
• Proficiency with event technology platforms and budgeting tools.
• Excellent analytical, problem-solving, and strategic thinking skills.
• Exceptional communication, interpersonal, and presentation skills, with ability to convey information in writing and verbally.
• High ethical standards and integrity.
• Self-starter who is driven and has the ability to work independently.
• Exhibit a high level of attention to detail in order to produce accurate results.
• Ability to work collaboratively in a team environment to support strategic direction.

Benefits

• Health Insurance, including medical, dental, and vision.
• 401K with Employer Match.
• Employee-Ownership Program.
• Employer paid Life and AD&D Insurance.
• Long-Term Disability.
• Flexible Health Spending Account (FSA).
• Various voluntary benefit options.
• Employee Assistance Program (EAP).
• Semi-Monthly Internet Reimbursement.
• Flexible Time Off.
• Paid Holidays.
• Winter Vacation.
• Bonus Opportunities.
• Professional Development.