Manager, Meeting Operations in Alexandria, VA for American Academy of Otolaryngology-Head and Neck Surgery (2023)

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Reporting Structure:

The Manager, Meeting Operations reports to the Senior Director, Meetings and Corporate Development

Qualifications

Bachelors’ degree required. At least 2 years of meetings and/or program support required. Past association management experience and proven experience working with healthcare professionals a plus.

• Strong organization/prioritization skills and ability to coordinate a high volume of details and a variety of projects necessary.
• Excellent customer service, problem-solving and interpersonal skills with ability to work independently as well as part of a team are expected.
• Excellent written, with high attention to detail, and verbal communication skills required.
• Experience in Microsoft Office tools.
• Moderate travel may be required. 7-10 days out-of-town travel plus approximately 10 evening conference calls/year.

Key Responsibilities

Annual Meeting

• Provide logistical support and site selection services to otolaryngology specialty and affiliated societies meeting in conjunction with the Annual Meeting. Coordinate meeting space release and hotel block release.
  • American Academy of Facial Plastic & Reconstructive Surgery (AAFPRS)
  • Society of Otorhinlaryngology & Head-Neck Nurses (SOHN)
  • American Rhinologic Society (ARS)
  • American Neurotology Society (ANS)
  • American Academy of Otolaryngic Allergy
  • American Head & Neck Society Resident Education Symposium
• Process VIP AM registration and housing requests
• Assist with response to AM registration and housing general questions, ensure Membership Services has all information needed, including updated FAQ document, to answer member inquiries
• Prepare weekly registration reports tracking registration types, member types, and ticket sales.
• Contract, plan and execute logistics for Board of Directors reception, dinner and meeting. Prepare invitations and track RSVPs for dinner. Work with caterer for menu selection. Manager meeting room set up for BOD meeting, confirming details with AV, hotel food and beverage and set up.
• Collect ancillary event requests. Work with Senior Manager, Meeting Operations to place committee meetings in available space in headquarters hotel and other venues.
• Work with Convention Centers to contract first aid/EMS and mobility scooters for annual meeting.
• Liaise with Career Fair contacts to plan and execute onsite career fair for medical students and residents.
• Coordinate with Education department to plan and execute SIM Tank and SIM Showcase reception/exhibition taking place during the annual meeting.
• Organize meeting inventory and shipping of items to/from meetings.
• Create RFP and solicit responses for conference vendors. Create comparison document and document features needed for consideration and ultimate decision for award of contract
• Manage ribbon inventory and coordinate with other departments to confirm categories and order requirements.
• Manage and order awards/plaques.
• Solicit licenses from ASCAP/BMI for music use throughout the conference
• Coordinate with local DMC to set up 5K Run and Sunrise Yoga. Correspond with registration partner for event details to be added to registration options menu for attendees, manage florist requests and onsite first aid team.
• Prepare Staff Resource Guide to include Staff Grid for distribution to all staff
• Manager transportation and shuttle bus service for annual meeting. Work with vendor to create shuttle route, determine which hotels are walkable vs. require shuttle bus, and onsite signage for hotels and convention center.
• Prepare, collect and update answers to annual meeting FAQs and distribute to Membership. Provide updates to the website.
• Create, manage up-to-date department timeline for all meeting related due dates and tasks. Report on progress at weekly department meetings. Take notes for department meetings and distribute to team members.
• Plan site visits with city CVBs, prepare travel itineraries, flights, and any other needed travel documents for the department.
• Establish and maintain processes and systems in accordance with the Academy’s requirements and meeting industry best practices to ensure consistency, efficiency, and professionalism in meeting management.
• Consistently demonstrate courteous, cooperative, and helpful behavior to all contacts, internal and external.
• Duties and responsibilities may be added, deleted, or changed at any time at the discretion of management, formally or informally, either orally or in writing.

Participate in Cross Departmental Integration of Program Components

• Schedule and take minutes for internal department meetings
• Logistics Support to Senior Director, Meetings & Corporate Development
• Provide support for other small meetings.
• Responsible for providing headquarters staff with needed information to appropriately answer meeting related inquiries related to meetings.
• Assists with special projects and performs other duties as assigned.

Application Instructions:

Please submit your resume, cover letter and salary expectations through one of the following options (applications without this information may not be considered).

Email: Attach a Word document or copy and paste your cover letter and resume.

Mail: AAO-HNSF, 1650 Diagonal Road, VA 22314-2857 Attention: Human Resources

Fax: 1-703-683-5100