Meeting Manager

Job Description

Job Description

Position Summary :

AAMVA operates a very busy and fast-paced conferences and events department. We are looking for a positive, motivated, and experienced Meeting Manager to join our supportive team. The position is responsible for planning and organizing meetings and conferences. From development of the Request for Proposal (RFP) to financial close-out, the planner supports the meeting’s project manager by coordinating all aspects of an assigned event, including site selection, accommodations, registration build, meeting specifications, transportation, off site dinners and events, speaker tent cards and name badges, etc.

Essential Duties and Responsibilities :

Conference Services

• Develop meeting criteria with internal project manager, prepare RFPs using Cvent for both small to medium sized meetings (15 – 50 people) as well as small to medium sized conferences (150 - 500 people) for event primary location as well as any off-site venues and events.
• Prepare detailed cost analysis of responses and make recommendations for meeting locations
• Conduct site visits as needed for assigned Regional Conference
• Build meeting registration and process meeting registrations and reports, as needed
• Manage full meeting life cycle including logistics, audio / visual needs, room set ups, F&B, signage, tent cards, name badges, etc.
• Prepare rooming list for hotel, track and communicate changes
• Budget tracking for assigned conference
• Prepare, and execute shipment for assigned meetings and conferences by communicating requirements to storage / shipping company
• Conduct small group planning meetings for assigned conference
• Participate in planning meetings as needed
• Provide on-site meeting management and / or registration as needed
• Prepare financial close out of meeting upon receipt of invoices to include preparation of documents needed for ethics reporting by member jurisdictions.
• Prepare document for Web site material for assigned meetings
• Review all contracts for accuracy
• Enter contracts and purchases into internal procurement software for routing and approval

Direct Reports to this Position :

None

Requirements

Support at meetings and conferences could include extended hours. Demonstrated ability to work effectively with individuals at levels and to communicate in both oral and written form, clearly and concisely with management and support staffs, ability to work independently, prioritize work assignments and to handle may projects simultaneously, able to work under pressure and deadlines.

Proficient in Microsoft Office and experience with AMS software.

Disclaimer Statement : The preceding job description has been written to reflect management’s assignment of essential functions. It does not prescribe or restrict the tasks that may be assigned.

AAMVA is an Equal Opportunity Employer—M / F / D / V