Director of Meetings

Job Description

Job Description

Description:

Parthenon Management Group

POSITION DESCRIPTION

Position: Director of Meetings

Reports to: Vice President of Client Operations

Location: Nashville, TN or Remote

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We are Solutionaries.

Parthenon Management Group is an association management company offering management services to professional and trade associations. We offer strategic guidance and bring creative solutions with a vision for the future.

The Director of Meetings is the primary management leader of the Meetings Department managed by Parthenon Management Group. The Director of Meetings is responsible for the oversight of all staff in the Meetings Department, including all positions in the meeting planning and meeting content teams. Other key duties include leadership, process improvement, event planning, and execution as needed, problem-solving and strategizing to ensure our client meets long and short-term goals come to fruition.

The Director of Meetings will be expected to take an active role in the daily work required by our clients as well as assigning and delegating specific responsibilities to the meetings senior management team, managers, meetings content managers, and support staff.

The Director of Meetings will assist in transitioning new clients, when possible.

The Director of Meetings will serve as the subject matter expert for task list management and training opportunities.

The Director of Meetings will be responsible for seeing that each task list of their assigned meetings, as well as the other societies they are supervising, is completed on time and with high quality.

The Director of Meetings will work closely with the executive leadership team on strategic planning, best practices, staffing decisions, growth plans, special projects, and implementing measures to ensure a positive and excellent work environment.

PRIMARY DUTIES AND RESPONSIBILITIES , include the following but are not limited to:

Leadership and Development

• Oversee the daily workflow of the Meetings Management department.
• Oversight of Meetings Department Staff working with the Director of Talent, Senior Meetings Leaders and Senior Meetings Managers, including recruiting, onboarding, and performance development.
• Creates a culture of excellence.
• Build an infrastructure for the meetings of leadership for staff and clients.
• Interview candidates and hire open positions.
• Work with the Director of Talent to develop a training agenda for new employees.
• Meet with teams regularly to discuss strategic plan initiatives and personal goal progression.
• Identify subject matter experts for Accreditation, budgeting, contracting, etc. and involve them in ongoing training for the department and office to expand leadership skills.
• Maintain Accreditation standards for PMG client meetings.
• Providing oversight to see that all assigned staff are completing their assigned tasks.
• Actively participating with the assigned Meetings Managers or Meetings Content Managers in all society businesses including board and committee calls.
• Assisting in developing and maintaining appropriate policies and procedures for each client association. Responsible for seeing that those policies and procedures are implemented effectively.
• Where needed, attending client annual meetings and onsite committee/board meetings to ensure success and assist meetings managers or meetings content managers.
• Accountable for the financial performance of each client's association.
• Subject matter expert for task list management and training opportunities.
• Acting as a staff liaison for staff members needing assistance with their workload.
• Ex-Officio member of all PMG Committees.

Transition of New Clients

• Participating in the bid process for potential clients, including evaluation of existing staff and staff time to take additional work.
• Participating in discussions with Senior Leadership about staffing new clients.
• Leading the transition of new clients and departing clients in and out of PMG.
• Ensuring successful transition and staffing during the process.
• Providing documentation for new and departing clients of all files and materials owned by the organization.
• Coordinating with all existing vendors and financial institutions to ensure appropriate transfers and/or closeout of accounts.
• Developing the task list for meetings only client inclusive of tasks unique to the society.
• Developing and maintaining a communication system and rapport with key society leadership throughout the transition.

Acquire New Business

• Aid the CEO and Vice President of Client Operations in building new relationships and earn new business.
• Analyze the needs of the new business and work closely with the client teams on the transition.
• Assign a meetings and content manager based on appropriate scheduling.
• Monitor and develop safeguards and approaches for scope creep within our current Meetings Only clients.

Budget Management

• Oversee regular inventories of meeting materials and ensure the supplies are well-stocked.
• Create innovative ways to save money with vendors.
• Manages non-exempt staff hours to ensure labor costs are at a minimum.

Process Improvement

• Standardize documents for the Meetings Department and update them as needed.
• Work with hotels and vendors on contract language and clauses.
• Develop standardized processes and documents for our meetings department including on-site staffing, inventory, packing, and training.
• Establish, implement, and communicate the strategic direction of the organization’s Meetings Management department.
• Presents periodic performance reports and metrics to the chief executive officer and other leadership.

Supervise the Planning and Execution of Events

• Review meeting websites for accuracy.
• Review and edit meeting marketing materials and offer suggestions to keep current trends.
• Meet with venue to determine priorities and special events.
• Review function sheets and event spec guidelines.
• Negotiate contracts with venues and vendors.
• Manage hotel and travel accommodations for board members, committee members, and presenters.
• Coordinate with AV, Decorator, internet provider, and other ancillary meeting services.
• Review, test, and offer suggestions for conference registration and submission sites.
• Ensure event insurance is applied for and secured prior to meeting dates.
• Meet with Meeting Managers and Coordinators to review task lists, projects, goals, and meeting budgets.
• Ensure accreditation agreement and proper documents are submitted to preferred accreditor prior to meeting dates.
• Develop and maintain professional relationships with vendor partners.
• Attend and assist in the execution of the annual meetings to ensure that venue and vendors are executing at a high level and address any concerns onsite immediately.

SUPERVISORY RESPONSIBILITY:

• Supervising assigned Meetings Managers, Senior Meetings Managers, Content Managers, and Senior Content Managers, and other staff.
• Assisting Vice Presidents and CEO with special projects and other activities that reduce the workload of the executive leadership team.
• Collaborates with executive leadership to develop and meet company goals while supplying expertise and guidance on projects and systems.

WORK ENVIRONMENT

Position is in an office setting that involves everyday risks or discomforts requiring normal safety precautions. On occasion, the individual must be able to do moderately demanding physical activity such as handling and opening boxes weighing 35-40 pounds, standing, and walking extensively throughout the day.

BENEFITS

People come first at PMG. That goes for both our clients and our team members. We are known for our exceptional customer service and work ethics. Our clients are like family to us! But our real families are also a priority. From flexible work schedules, including work-from-home plans, paid volunteer days, profit sharing, and more, PMG takes great care of its team members.

• We offer:
• Medical, Vision, and Dental insurance
• Disability insurance
• 401(k)
• 2 Personal Days, 8 Paid Holidays, PTO Days
• 6 weeks parental leave
• Employee Development
• PMG offers one paid Give Back Day to employees where team members can volunteer at their favorite cause on PMG's dime.
• We are passionate about creating a workplace that promotes and values diversity. We serve associations that are global, multicultural, and diverse, and we want to reflect that inside our walls. More importantly, creating an environment where everyone, from any background, can do their best work is just the right thing to do.

EDUCATION AND/OR EXPERIENCE

• Bachelor’s degree required; CMP or equivalent certification preferred.
• 10-15 years of experience in event and meeting management, or non-profit societies.
• Knowledge of current trends and best practices in event and meeting planning.
• Exceptional communication skills.
• Proactive approach to managing potential issues.
• Strong organizational skills.
• Prioritize multiple tasks from various project managers and clearly communicate your timeline for completion.
• Proficient in MS Office.