As the Deputy Director of Meetings for our medical association, you will oversee the planning and execution of logistics for our annual conference with approximately 3,500 attendees and 70 exhibits as well as 3 smaller conferences and up to 40 committee meetings throughout the year. You will supervise two direct reports to ensure the smooth delivery of all events. In addition to managing your staff, your ability to efficiently coordinate contract negotiations, timelines, and meeting flow, and to oversee our meeting database will be essential. We are proud of our collegial work environment where your opinion will be valued and your work rewarding.
In this role, you will collaborate across departments, work with multiple committees, manage scientific submissions, coordinate with thousands of speakers, and ensure that logistics are effectively planned and executed. Through your attention to detail, the inevitable changes will be handled and communicated to everyone involved. As you learn the needs of our internal staff, conference attendees, volunteers, and speakers you will have valuable input on topic development and faculty selection.
You and your team will have responsibility for our robust database and conference system. It will be your responsibility to update information, organize scientific submissions and reviews, pull and maintain reports, and provide member access to the information as possible.
Responsibilities of the Deputy Director of Meetings
Oversee the planning, implementation, and management of all meetings and conferences to enhance member participation and education. Prepare master work schedules/timelines and oversee details for events that include hotel/convention center specifications, audiovisual requirements, timelines, abstracts, food and beverage requirements, staffing schedules and assignments, special events, and security issues.
Select and manage vendors for insurance, travel, exhibit decoration, design, art/graphics, printers, etc.
Provide logistics to support a variety of meeting formats (open forum, discussion panels, presentations, live video presentations, etc.)
Cultivate and maintain relationships, contracting, and evaluating an extensive variety of suppliers, including hotels, audio-visual companies, audio-taping companies, designer, convention bureaus, insurance providers, travel agencies, exhibit decorators, art/graphic designers, reception sites, database managers, printers, and other vendors.
Communicate with all stakeholders on changes and update schedules and spreadsheets accordingly.
Take initiative in resolving on-the-spot difficulties as they arise.
Work with speakers on-site at events to ensure they have the equipment and materials needed to successfully present to audiences, including handling on-the-spot difficulties. Communicate with speakers prior to engagement ensuring they are well informed of the obligations and interests of our audience.
Work closely with the Marketing department to oversee copywriting, design, and production for various materials related to programs including brochures and promotions. Ensure all materials have a consistent visual identity, are accurate, maintain graphic standards, and are written in a professional style and tone. Implement a marketing plan as needed.
Support the Education staff to develop, disseminate, and collect evaluation forms, survey instruments, and other forms of formal and informal feedback to determine success in meeting its educational program goals.
Document the process, make suggestions for improvements, and implement changes.
Reconcile budget and expenditures, code bills, and process reimbursements.
Travel to support the events is required.
Qualifications of the Deputy Director of Meetings
Bachelor’s degree required.
Minimum of 7 years of experience in planning and managing conferences and events including conferences with concurrent sessions for over 1,000 attendees.
Minimum of 3 years direct supervisory experience.
Strong database experience with registration, program submissions, or similar.
Effective and productive committee relationship skills.
Strong negotiation skills with a solid understanding of contract terms and conditions and experience negotiating agreements.
Experience with onsite logistics management and support for programs.
Excellent written and verbal communication skills with special attention to an understanding of written contracts and agreements and writing and editing promotional copy.
Experience with abstract submissions management preferred.
Association industry or nonprofit background is required; medical or scientific association experience is strongly preferred.
Must be able to travel an aggregate of approximately 3-4 weeks per year, including some weekends.
Must be physically able to set up for meetings, carrying and moving items such as signs, platters, drinks, small AV equipment, etc.
CMP certification is preferred, but not required.
Attributes of the Deputy Director of Meetings
Project manager. You can juggle multiple tasks, allocate and optimize resources, and manage timelines. You enjoy creating and implementing processes and procedures that uphold rigorous standards. You manage a task from start to finish.
Strong leader. You have proven management skills and a profoundly collaborative style. You work closely with your colleagues – you build trust and rapport across all levels of the organization.
Cool under pressure. You do your best work when the pressure is highest. You grow more controlled and confident in your abilities to solve problems the more problems arise.
Collaborative. You work well with colleagues and members, understanding their concerns and realistically managing their expectations. You give respect; you earn yours. You are grounded in our organizational values of sharing information and working cooperatively.
Exceptional communicator. You are known for your poise, tact, and diplomacy. You are comfortable in a social setting and can confidently engage at all levels and across multiple stakeholder groups. You collaborate on projects and communicate results, and you are willing to listen and learn from others.
Service driven. You set the standard for meeting and exceeding expectations. You are responsive and committed. You are clear, tactful, and diplomatic about what’s realistic and what’s possible.
Strong initiative and judgment. You have good judgment and a thoughtful approach. You are sensitive to the challenges, goals, and varying needs of all stakeholders.
Ownership. You succeed in a team environment, work well independently, and carry your weight, learning from others and contributing in equal measure.
What’s Attractive to the Right Deputy Director of Meetings Candidate?
This is an exciting and busy environment with a variety of meetings and programs where you will learn and grow your career.
We are financially strong and we offer highly competitive compensation and benefits.
Our staff is smart, collaborative, energetic, and hard-working.
You will work with a committed and caring volunteer base who want to develop high-quality programs and don’t mind getting into the details.
To Apply for the Deputy Director of Meetings position:
Simply email your resume to Ellen Greenwood at firstname.lastname@example.org with “Deputy Director of Meetings #2019-2522 ASAE” as the subject of the email. Please include your resume as a Word or PDF attachment to the email and paste your cover letter in the body of your email.
Staffing Advisors has been engaged to find the right candidate and is committed to helping create a diverse work environment for our client. All qualified applicants will receive consideration for employment without regard to race, color, religion, gender, gender identity or expression, sexual orientation, national origin, genetics, disability, age, veteran status, or any other basis protected by law. This position may require pre-employment screening potentially including a criminal background check, verification of academic credentials, licenses, certifications, and/or verification of work history.