Meetings Manager

The Organization

The American Student Dental Association (ASDA) was founded in 1971 and is the largest dental student organization in the United States. With a membership of more than 24,000, ASDA represents 94% of dental students from all 66 dental schools. ASDA’s mission is to protect and advance the rights, interests and welfare of dental students.  The association introduces students to lifelong involvement in organized dentistry and provides services, information, education, representation and advocacy.  ASDA representatives vote in the ADA House of Delegates, sit on most ADA councils and commissions and comprise one of the most respected student organizations in the nation. 

ASDA is located off Michigan Avenue in downtown Chicago, with a staff of 14 and an operating budget of $4.5 million.

Position Overview

The Meetings Manager is responsible for managing the site selection, logistics and program content for all ASDA meetings.    

Position Responsibilities:

• Selects venue and coordinates logistics for all association meetings. Includes the Annual Session, National Leadership Conference, and Spring and Fall Council meetings. Assists with the development of the program content,
• Researches facilities, conducts site inspections and selects facilities.
• Manages and negotiates contracts with hotels and vendors.
• Negotiates, contracts and communicates with speakers. Reconciles speaker invoices.
• Manages Meetings Coordinator.
• Manage relationships with destination management companies.
• Serves as main contact with marketing to ensure all ASDA meeting marketing materials are being disseminated, collected and edited properly.
• Develops and manages budget for meetings department.
• Serves as the staff liaison to the Council on Sessions and the National Leadership Conference Planning Committee. Attends meetings, prepares agendas, meeting minutes and coordinates committee and council activities.
• Coordinates PACE program (education certification) ASDA meetings. Creates, collects and submits required PACE forms on behalf of ASDA attendees.
• Manages program evaluations and analyzes results. Recommends improvements to committees, councils and staff.
• Provides meeting content and information for e-newsletters, the website and mobile app (education sessions, speakers).
• Manages script development for all meetings.
• Develops relationships with convention bureaus and hotel representatives.
• Provides onsite coordination for meetings.
• Fulfills other duties as assigned.
• Some travel and weekend/overtime work required.