The Meeting Services Assistant Manager works directly with the Meeting Services team and Forum Directors to organize and coordinate Academy Meetings and events. This role will also work closely with the Senior Director, Meeting Services to assist with special projects and administrative support.
Role & Responsibilities:
Develop and manage key Health Systems and Industry account relationships.
Assist in the planning and management of large Academy meetings.
Manage logistics for small Academy meetings with the support of the Senior Director, to include but not limited to, interpreting a hotel contract, creating a space grid to map out the program, working within a budget, submitting meeting specifications to the hotel, selecting menus, onsite logistical and registration management.
Create event registration websites using Cvent or other online software programs.
Coordinate member registrations (hotel, activities, dietary restrictions etc.)
Help create and maintain the conference mobile app. This includes directories, personalized agendas, documents, and other app components.
Work with Forum Director to coordinate event presentations, and other session materials for the meeting, mobile app and event website.
Work with Director, Meeting Services, and Event Manager to prepare for all aspects of an onsite meeting to include printing, verifying room set-ups, monitoring food & beverage, onsite attendee registration, etc.
Provide weekly updates regarding registration numbers to all staff.
Maintain event website for assigned meetings to include but not limited to updating copy, inputting meeting agenda, and uploading event presentations.
Maintain post meeting recap reports. This entails collecting meeting statistics from Meeting Services, Forum Directors and Accounting as well as any other Academy employees or members that contribute to the meeting or event.
Prepare mailings, update member directories, prepare meeting shipment to include supplies, print outs and audio visual.
Other duties as assigned.
Reports to Senior Director, Meeting Services
Demonstrated ability to execute operationally
Outgoing, action-oriented individual with strong work ethic and hands-on attitude
Ability to work independently and thrive in an entrepreneurial, growth-oriented business environment
Demonstrated commitment to working cross-functionally and in teams
Strong verbal and written communication skills
Excellent interpersonal skills to work well with members and staff
Ability to manage multiple priorities
Must be organized, detailed oriented and flexible
Able to take on other duties as needed
Proficient in MS Office: Outlook, Excel, Word and PowerPoint. Familiarity with SharePoint, and Cvent software a plus.
Essential Job Functions:
Frequently pack and move boxes and lift audiovisual equipment up to 20 pounds
Constantly operate a computer and other office productivity machinery, such as a telephone, calculator, copy machine, paper cutter, and computer printer
The person in this position frequently communicates with members both over the phone and in person.
Must be able to exchange accurate information communicated both via phone and in person.
Must be able to maintain a stationary position for an extended period of time.
Ability to work 16+ hour days when managing meetings onsite.
Education and Experience:
Must have a minimum of 2 years of member relations, project management and/or meeting planning experience
Bachelor degree required
Travel up to 10 + weeks per year. The first year may include additional travel for expedited onboarding.
Air travel and overnight stays will be required.
About The Academy
Founded in 1998, The Health Management Academy is exclusively comprised of executive members from the country's largest integrated health systems and a strategic balance of the industry's most innovative companies. The Academy's model of educational programming assesses the top priorities of its members, monitors the organization and development of large health system executive teams, and facilitates structured interaction among its health system members. Peer-focused, problem-solving based programs—where the latest Academy research, policy analysis and expert views on the issues driving healthcare are analyzed and discussed—create the foundation for developing the leadership strategies and skills needed to guide strategically critical health system decisions.