The Meetings Manager is responsible for managing various aspects of logistics for conferences, meetings, educational programs, and webinars produced by AAAE, assisting with the annual conference logistics. Responsible for managing and planning approximately 14-18 meetings per year, including managing specific areas of the association’s annual conference.
Significant areas of responsibilities include logistic planning, budgeting, and hotel contract negotiations. This position has independent responsibility for multi-faceted meetings and projects that often overlap and require management of multiple meetings simultaneously. The ability to make sound decisions while supporting the AAAE mission is essential in this role.
The position is accountable for a stringent budget in program spending and responsible for overall success of external meetings both logistically and financially. Post event payment, invoicing and financial reporting, marketing review, and registration date base tracking and monitoring.
Primary duties and responsibilities:
Locates meeting sites and negotiates all requisite contracts including hotels, special event venues, transportation, interpreters, audio visual equipment, restaurants, caterers, decorators, entertainment, etc.
Works with all involved departments to develop and implement meetings
Manages conference budgets and projections
Complete RFP, manage responses, select sites and negotiate all requisite contracts
Coordinates food and beverage/audio visual for meetings
Works with key staff to coordinate sponsorship and marketing for meetings
Creates and maintains meetings’ websites in iMIS
Organizes and handles registration for meetings
Creates badges, signs, and other paper products for meetings
Serves as primary contact for meetings
Collaborates with staff liaisons responsible for the program and content
Provides on-site staff support as needed at meetings
Oversees master account of meetings to ensure within budget parameters
Organizes ancillary meeting events
Oversees reconciliations after meetings
Maintains history of performance for all meetings
Position requires travel, including some weekends
Performs other related duties and assignments as required
Education, prior work experience, and specialized skills and knowledge:
Bachelor’s degree, CMP preferred
5-7 years’ of experience in planning meetings for an organization of comparable size
Excellent organizational and customer service skills
Strong customer service, negotiation, and team-working skills
Must be detail-oriented, self-motivated, and have the ability to multi-task
Efficient in managing a budget
About American Association of Airport Executives
The American Association of Airport Executives is an organization which supports American and international airport management in providing the best possible services to its customers, including passengers, air carriers, airport tenants and the public in general.
We do this with a staff of about 70 dedicated professionals who offer our members a sophisticated array of training programs, progressive meetings and conference opportunities, national legislative involvement and Transportation Security Agency support.