Director of Roundtables & Small Meetings
: Job Details :

Director of Roundtables & Small Meetings

Reports to: BMSA President

Position Overview: We are seeking an organized, detail-oriented, and resourceful individual to join our team as a Roundtable Meeting Planner. This role involves planning, coordinating, and executing meetings and events for our roundtable groups and other small meetings. The ideal candidate is an independent worker with strong communication skills and a knack for creative problem-solving.

Key Responsibilities:

• Coordinate all aspects of roundtable meetings, including scheduling, venue selection, catering, and logistics.
• Manage multiple projects simultaneously, ensuring timely completion and adherence to quality standards.
• Maintain accurate records and documentation for all meetings, including attendee lists, agendas, and feedback.
• Communicate effectively with internal teams, external vendors, and roundtable participants to ensure seamless event execution.
• Develop creative solutions to address challenges and improve meeting efficiency and participant satisfaction.
• Prepare itineraries, meeting materials, and post-meeting reports.
• Provide on-site support during meetings as required.

Required Skills and Qualifications:

• Exceptional organizational skills with the ability to manage multiple tasks and deadlines.
• Meticulous attention to detail to ensure high-quality meeting outcomes.
• Strong problem-solving abilities and resourcefulness in overcoming obstacles.
• Self-motivated with the ability to work independently and exercise sound judgment.
• Excellent verbal and written communication skills to engage with diverse stakeholders.

· Be willing and able to travel on behalf of BMSA

· Collaborative team player who works well with others.

· Proficiency in Microsoft Word, Excel and other office software.

· Prior experience in event planning, meeting coordination, or a related field is preferred.

Additional Attributes:

• A proactive attitude and willingness to adapt to changing priorities.
• Experience in virtual or hybrid meeting planning is a plus.
• Familiarity with budgeting and financial management related to events is advantageous.

Specific Tasks Include (but not limited to):

§ Maintaining current rosters of each roundtable group

§ Hotel & meeting facilities site selection

§ Coordination of hotel contract review in conjunction with BMSA President

§ All meal planning including any off-site lunches and dinners

§ All coordination of sponsored meals with appropriate Associate Member including room reservations for company reps

§ Coordination of site tours

§ Arrange transportation to dinners, tours, etc. as needed

§ Communication throughout planning process with roundtable members

§ Collect room reservation requests and compile rooming list for all roundtable members, facilitator, guests and dinner sponsors

§ Coordination with RT facilitators regarding agenda, audio-visual, hotel rooms

§ Submission of meeting specifications to hotel including room set up, audio visual needs and food and beverage

§ Preparation of handouts and other meeting materials for staff member to take to roundtable meeting

§ Post-meeting invoice review

§ Creation of spreadsheet outlining expenses to be billed for each RT participant

§ Distribute, collect & maintain Confidentiality Agreements

§ Post-meeting survey to participants

· Other tasks and projects as assigned

Note: There will be two additional weeks a year where travel is required for BMSA's events – February and July