Meetings & Events Manager

Job Summary

Responsible for coordinating, planning, and managing numerous small to mid-size revenue generating and non-revenue generating meetings and conferences for API industry segments, departments, and resource committees.

Duties/Responsibilities

• Coordinate and plan meetings and workshops that are align with API's mission and principles as directed
• Meet with clients to assess meeting requirements
• Develop and maintain meeting timelines
• Evaluate potential meeting sites based on requirements and make site recommendations and selections
• Negotiate hotel contracts, select hotels, and manage logistics for all events, including:
• Room selection and setup
• Food service arrangements and menu selection
• Audio visual, technical and electrical requirements
• Session management system
• Transportation and site staffing
• Contract preparation and processing
• Coordinate with Marketing Manager, Meetings & Events to create, maintain, and update all Events websites and registration pages
• Work with other API departments to cross-promote API events, including obtaining lists from internal and external databases
• Coordinate with Creative Services to develop promotional materials, announcements, brochures, and programs as required
• Work with and assist sponsors and exhibitors with general inquiries regarding meeting details
• Monitor income and expenses for each meeting, process invoices and expense reports for approval
• Develop and interpret survey data or other tools to assess program strengths and identify areas of improvement
• Provides support as needed with the administration of other department activities

Key Relationships

• Reports to Sr. Director, Meetings & Events
• Interacts with clients at all levels, API committee members and customers; internal department staff, including Accounting, IT, Legal and Facilities
• Works closely with Director and Sr. Director to ensure a consistent, cohesive branding is achieved and financial targets are met

Qualifications

• Requires 5-7 years of experience in meeting planning, a similar role and subject matter expertise
• Bachelor's degree in relevant area or other related field equivalent work experience
• Proficient with Microsoft applications especially Word, Excel, and SharePoint with an aptitude to learn other computer programs quickly
• Prior experience working with Cvent, or a similar registration software and Web publishing software required
• Prior experience working with Sessionboard, Cadmium, Omni-press or similar session management software preferred
• Excellent communication, writing, negotiation, creative problem solving and analytical skills
• Ability to research and assimilate information accurately from a variety of sources desired
• Ability to effectively manage simultaneous assignments with minimal supervision
• Attention to detail, exceptional organization and prioritization skills required
• Understanding of business processes, a plus
• Customer service aptitude strongly desired
• Association experience is a plus
• Ability to follow instructions and adhere to program policies and procedures
• Proficient with running meetings and webinars in Microsoft Teams and Zoom
• Ability to travel

Physical Requirements

• Able to remain in a stationary position working on a computer
• Move about the office to access office machinery, meeting rooms, etc. on occasion
• Operate a computer and other office machinery such as printers and copy machines
• Transport items and equipment up to 25 lbs. on occasion

Travel Requirements

• 25% to 50%

This job outline describes the typical accountabilities and requirements of the position and should not be construed as an all-encompassing description of every duty performed by or expected of the incumbent.

EEO Statement

API is an equal opportunity employer and diversity is a core value. We are dedicated to creating and sustaining an inclusive and equitable working environment for all. All aspects of employment will be based on merit, competence, performance, and business needs. Our success in maintaining a reputation for professional excellence depends on selecting the best qualified candidates. Achieving this objective means that no employee or applicant for employment will be discriminated against because of race, color, religion, age, gender expression or identity, sexual orientation, pregnancy (including childbirth, related medical conditions, breastfeeding, and reproductive health decisions), genetic information, national origin, disability, marital status, personal appearance, family responsibilities, political affiliation, matriculation, credit information, the status as a victim or family member of a victim of domestic violence, stalking or sexual offense, or any prohibited basis under federal, state or local law.

API is committed to providing access, equal opportunity and reasonable accommodations for individuals with disabilities in employment, its services, programs, and activities. If you require reasonable accommodation in completing this application, interviewing, completing any pre-employment testing, or otherwise participating in the employee selection process, please direct your inquiries to the Human Resources Department via email at HumanR[redacted].

Candidates are typically hired at a point in the salary range based on prior experience, education, and market demand for the role; candidates are also compared internally to their peers.

API offers a comprehensive benefits package for our employees and their families. More information about our benefits may be found at api.org/about/careers/benefits.