Location: Washington,DC, USA
Who We Are:
The Association of American Medical Colleges is a not-for-profit association dedicated to transforming health care by supporting the entire spectrum of medical education, medical research, patient care, and community collaborations conducted by our member institutions. We are dedicated to the communities we serve and steadfast in our goal to improve the health of people everywhere. The AAMC strives to make a positive impact not only in your career, but in your life. We offer a comprehensive benefits package which features:
Significant employer 403(b) contribution
Public transportation subsidy
Generous paid time off program
Tuition reimbursement
Wellness program
Why us, why now?
Are you a highly organized, detail-oriented, and creative professional passionate about orchestrating in-person events? We are seeking a talented and driven meeting planner to join our diverse team and play a pivotal role in delivering outstanding experiences at the AAMC Learning Center.
As an onsite Meeting Planner with our organization, you will be responsible for planning, coordinating, and implementing a wide range of events, conferences, and meetings that showcase our company's brand, values, and goals. Your keen eye for detail, ability to think on your feet, and strong problem-solving skills will be instrumental in ensuring flawless execution and exceeding our internal and external client expectations.
How will you make an Impact?
Extensive written and oral communication with staff and vendors daily. Regular personal interaction and telephone contact with meeting participants, speakers, hotel, and other supplier personnel. Must maintain continuous communication and develop good working relationships with program leaders and other planning team members for meetings assigned. Significant on-site interaction with speakers and meeting participants.
Site Research and Contract Negotiation
Review past meeting history including room block pickup, meeting space requirements (for offsite meetings), and room setup preferences of the group to create and send RFPs to potential hotels through Cvent based on knowledge of meetings and properties.
Review hotel proposals, and where appropriate, negotiate for lower room rates and rental fees, prepare site presentation packets and conduct site presentations for program committees and/or program leader, negotiate contracts with properties selected, guide final contract through legal review and procurement office processing, gather necessary signatures and disseminate information to program staff once contract is final.
Cvent Suite of Products
Learn and become proficient in the Cvent suite of products including Event Management Module, Supplier Network, E-Marketing Module, and Crowd Compass Mobile apps.
Creative Services and Marketing Communications Management
Manage and implement the meeting's marketing and print efforts (electronic, social media, print, marketing, and web). Work closely with, and assist with the development of timelines, with graphic and electronic communications departments. Serve as liaison between program staff, and graphic and electronic communications departments.
Speaker Management
Serve as primary contact with all confirmed speakers and session facilitators for each meeting assigned (up to 150 speakers per meeting). Responsibilities include coordination of hotel accommodations, flight and travel reservations, audiovisual needs, presentation materials, onsite support, reimbursement of expenses, and payment of speaker fees.
Continuing Medical Education (CME) Management
Coordinate with program staff and CME providers to ensure appropriate meetings become CME accredited and ensure that CME meetings remain within the accreditation guidelines. CME process management includes collecting speaker and staff disclosures, submitting CME applications for review and consideration, distributing and communicating information to CME participants to claim credits, and post-meeting reporting to CME providers.
Exhibits and Sponsorships Management
Coordinate with program staff and exhibit/sponsor consultant to develop exhibitor and sponsorship prospectuses and packages, coordinate with the consultant on booth sales and sales communications to potential exhibitors and sponsors, and partner with the meeting registrar to facilitate registration and payment from exhibitors and sponsors. Send communications to confirmed vendors regarding onsite setup and tasks, coordinate agreed-upon packages execute setup of and placement of vendor deliverables with the venue and any third-party vendors required, and provide onsite support and be available to exhibitors and sponsors while they are preparing their booths.
Event Site and Vendor Management
Partner with hotel and/or Learning Center points of contact to coordinate all facility functions and needs including meeting room setup, audiovisual setup, food and beverage selection and setup, guest room and suite reservations with hotel.
Select high-quality and cost-effective vendors, negotiate contracts, coordinate logistics, and provide onsite support for all vendors and partners including tours, destination management companies, audiovisual providers, and other third-party vendors as necessary.
Onsite support to include coordination & communication with all hotel staff (convention services manager, banquet staff, audiovisual staff, etc.) or Learning Center staff (facilities and catering staff), assisting in the setup of registration area, advance review of banquet event orders, providing support for speakers in preparing for their presentation, providing information to and answering questions of constituents, troubleshooting, review of bills daily, distributing gratuities, coordination of off-site events, VIP management and preparing shipments.
Finances
Prepare budgets and monitor expenditures for each meeting. Will be required to inform program staff of budgetary implications based on their decisions.
Financial Meeting Reconciliation responsibilities to include management of payment of all hotel and vendor invoices, including hotel master accounts, creating requisitions and purchase orders for all payments and invoices, facilitating purchase card (p-card) transactions, and coordinating final post-
meeting income-expense reconciliation and reporting management to forecast future and prospective learning offerings and association revenue.
Post Event Reporting
Prepares thorough history reports for each meeting documenting budgeted vs. actual revenue and expenses, contracted vs. pickup up room block figures, audiovisual and wi-fi usage, and explanations for any overages.
Qualifications:
* Bachelor's degree; additional experience may substitute.
* 3-5 years meeting management experience required. Association and supplier experience preferred.
* Must be detail-oriented and possess above-average organizational skills.
* Proven ability to plan and organize events effectively.
* Excellent interpersonal and communication skills, both written and verbal.
* Strong customer service orientation.
* Skilled with Microsoft Office software, and familiarity with scheduling/logistics software.
* Must be accustomed to producing a high volume of work.
* Experience using Ungerboeck is preferred, and CVENT is strongly preferred
* Willing to work Onsite (as required)
Responsibilities include:
* Learn and become proficient in scheduling software
* Collaborate with all relevant business partners and vendors to coordinate meeting set-up, audiovisual, and F&B
* Responsible for the timely distribution of precise conference requirements to all departments and vendors
* Secure room blocks for Learning Center meetings
* Secure and work with outside vendors as necessary for decors, entertainment, etc.
* Provide on-site support for all meetings in the Learning Center (on-site shift work is required)
* Miscellaneous duties as assigned for projects in the Learning Center
Facilitate and scribe at biweekly Meeting Planner meetings
* Review and edit peer planner meeting websites and contracts
* Serve as an on-site second planner at travel meetings as needs arise
* Assist with the AAMC Annual Meeting: Learn Serve Lead
* Travel to and assist onsite at the AAMC annual meeting (held annually in November)
* Pre-meeting support to the Manager and Meeting Planner of Learn Serve Lead to include ad hoc and time-sensitive need
Remote Work Eligibility
This position is eligible for remote work within the Washington DC / Baltimore metro area only.
Compensation Grade Range and Mid-Point
Grade Range:$66,300.00 - $123,100.00/ Grade Mid-Point:$94,700.00
The above annual compensation range and mid-point are general guidelines. For candidates who meet the criteria, the AAMC's compensation philosophy is to target the midpoint of the salary range. Multiple factors are taken into consideration to arrive at the final hourly rate/annual salary to be offered to the selected candidate. Factors include, but are not limited to, the scope and responsibilities of the role, the selected candidate's work experience, education and training, as well as internal equity, market, and business considerations.
If a bachelor's degree is required, related work experience may be substituted in some positions. One year of college course work at an accredited institution is equivalent to one year of related work experience.
The Association of American Medical Colleges (AAMC) is an Equal Opportunity/Affirmative Action Employer. The AAMC is committed to the policy of an equal employment opportunity in recruitment, hiring, career advancement, and all other personnel practices. The AAMC will not discriminate on the basis of race, color, sex, national origin, religion, age, marital status, personal appearance, sexual orientation, gender identity or expression, family responsibilities, matriculation, political affiliation, genetic information, disability, past or current military service, or any other legally protected characteristic.
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