Posted: Aug 3, 2021
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Meetings Manager

Application Deadline: N/A

The American Academy of Ophthalmology is the world’s largest association of eye physicians and surgeons. A global community of 32,000 medical doctors, we protect sight and empower lives by setting the standards for ophthalmic education and advocating for our patients and the public. We innovate to advance our profession and to ensure the delivery of the highest-quality eye care. For more information, visit www.aao.org.

Apart of the American Academy of Ophthalmology is San Francisco Association Management Services. SFAMS is a full-service association management company. We provide industry leading vision and a full suite of professional management services to ophthalmology and eye care associations. For more information please visit www.sfams.com. 

The Meetings Manager is responsible for managing, planning and implementing meeting/program: administration, logistics, on-site operations and post-meeting follow-up for conferences (Annual Meetings), board meetings and other events for client organizations and their related ancillary groups with 10 to 1500+ attendees. Some of these meetings may be in international locations.

This position is the main client interface for SFAMS with vendors, event facility, and sales staff. The Meetings Manager provides exceptional customer service to all program attendees, clients, vendors and internal team members. 

Responsibilities:                                                                                                                                            

  • Manage the planning, development and maintenance of meeting budgets, timelines, pre-meeting operations and reconcile final vendor billing, evaluations and financial reports.
  • Manage all on-site meeting logistics including audio-visual, Destination Management Company(ies), guest/youth programs, social events, food & beverage, meeting room set ups, and exhibit hall operations.
  • Perform hotel/venue site inspections and selection, virtual platform evaluation and selection, vendor contract negotiation process and serve as the ongoing contact for these communications.
  • Serve as the primary department resource for meeting information; collaborate with the assigned department team, contribute to meeting related marketing and communication efforts, and liaise with client committees and leadership.
  • Manage coordination and preparation of related pre- and post-conference reports for historical reference, future program development and implementation for future meetings/events.
  • Manage exhibitor communications during the pre-meeting process and manage onsite logistics.
  • Manage support (sponsor) communications during the pre-meeting process and manage related onsite logistics.
  • Oversee the coordination of travel arrangements for select staff, leadership and speakers. 

Requirements: 

  • Best practices and industry standards related to management and conduct of medical conferences and meetings.
  • Familiarity with common standards and business policies of hotel and meeting related vendors.
  • Understanding of the policies, procedures and required documentation of the Continuing Medical Education (CME) Process.
  • Financial and human resource management knowledge and experience
  • Customer service best practices
  • Advanced project management knowledge and experience
  • Understand, initiate, and maintain business documents, processes and documentation
  • Attention to detail, accuracy and proof-reading for errors
  • Negotiating and contract management skills
  • Critical thinking skills to analyze data and develop recommendations/actions
  • Proficient in Microsoft Office Suite, Meeting Matrix and Adobe Acrobat Professional
  • Communicate at multiple levels – leadership, staff (all levels), member volunteers and membership – verbal and written
  • Exhibits collaborative and cooperative skills in working relationships
  • Troubleshoot and problem solve
  • Knowledge of strategic planning principles and concepts
  • Public speaking and presentation skills
  • Self-starter who can work independently
  • Effective time management abilities
  • CMP designation preferred but not required
  • Extensive travel, often including weekends
  • Travel may include international destinations
  • Allows for 3 days of remote work