The American College of Surgeons (ACS) is a professional and educational organization of surgeons that was founded in 1913 to raise the standards of surgical practice and improve the quality of care for surgical patients. The College is dedicated to the ethical and competent practice of surgery. Its achievements have significantly influenced the course of scientific surgery in America and have established it as an important advocate for all surgical patients. The College has more than 80,000 members and is the largest organization of surgeons in the world. For more information, visit www.facs.org.
Summary: Manages all aspects of meeting strategies & logistics for mid-sized to large (meeting size varies) ACS and AM client association virtual, F2F and hybrid meetings including pre-conference planning, budgets/expenses, on-site execution and post event reporting. Collaborates with ACS staff liaisons and AM client Board members, association Presidents and/or Program Chairs. Lead efforts in negotiation with venues and multiple vendors. For Clinical Congress this position will support Senior Manager in logistical pre-planning and provides on-site support as needed at either Headquarter Hotel or Convention Center. Position leads efforts for VIP meetings and social events held at Clinical Congress.
Overall position asseses and implements new/innovative meeting strategies and trends to assigned meetings, manages and ensures on-site health safety protocols are implemented and executed; ensures critical deadline and budgetary guidelines are adhered to and high quality standards are met. Must have proven leadership skills with the ability to influence others to reach desired outcomes and action steps. Excellent communication, interpersonal, negotiation, diplomacy, organizational, and project management skills essential.
This exempt position will report to the Senior Manager, Meeting Services in the Division of Convention and Meetings.
ACS Meeting Management: Management of logistical requirements of ACS meetings and programs through the research, recommendation and negotiation of venues/platforms and service vendors; venue and vendor contract negotiation; determination and preparation of meeting requirements through communication with staff liaisons and Fellows; management all meeting details to include housing, audio/visual, food/beverage and other requirements; onsite execution and meeting evaluation and analysis. Counsels and provides expert opinion on all logistical and other matters pertaining to meeting management throughout the planning process.
Association Client Meeting Management: Responsible for management of meeting service activities for assigned association clients. Handle all related services such as contract negotiations; site review, proposal and recommendation; report preparation and presentations; serve as liaison to physician planning committee; housing management; venue and vendor contract negotiation; assist with meeting promotion and marketing material development; specification writing; budget development and adherence; onsite management of all services, meeting evaluation and analysis. Develop, implement and manage new or alternative methods that will improve the clients meeting attendance, meeting environment, and fiscal position. Manage all of the client’s needs as outlined within the services agreement and within the stated financial parameters. Counsel and advise the respective volunteer leadership on program changes and enhancements; which would add value to their annual meeting while staying within the prescribed College and/or client policies and revenue/expense parameters.
Responsible for management of special and social event activities at ACS Clinical Congress. Activities include researching possible venues, negotiating contracts, event specification preparation/coordination, transportation and entertainment management and onsite management.
Financial Management: Responsibilities include forecasting and managing various meeting revenue areas and expense budgets to meet ACS and AMS client objectives and goals. Responsible for financial management of over $1.3M. Responsible for evaluation of contract liability to ACS through cancellation penalties, attrition clause and other potential liabilities; provision of budget information for meeting service areas to other departments and adherence to those budget parameters.
Special projects: Work collaboratively with internal and external groups whose missions support the work of ACS and AMS clients, and to learn and develop best practices in meeting and event planning. Evaluate and implement improved processes and procedures for continuous improvement to include the introduction and implementation of preferred industry technology and software applications. Handles special projects as assigned to support ACS and AMS client initiatives.
Other duties as assigned.
Required Education and/or Experience:
Bachelor’s degree from an accredited college or university required.
CMP and/or DES certification preferred.
Minimum of 5 years’ experience in a similar meeting planning-related role required.
Excellent communication skills (verbal and written) necessary to effectively interact with all levels of organization.
Strong ability to a think-outside-the-box by providing innovative and strategic approaches for both face-to-face and hybrid meetings.
Capable of providing excellent customer service.
Attention to detail and ability to multi-task.
Strong working knowledge of Microsoft Office Products (Outlook, Word, Excel, and PowerPoint), and Internet skills.
Self-motivated and able to work independently and as a member of a team.
Ability to plan and prioritize workload and meet deadlines.
Ability to establish strong working relationships with all division teams and management.
Physical/Work Environment: Fast paced with significant people interaction. No lifting over 20 pounds, minimal reaching bending and stooping. Performs work in a normal office environment with long hours in front of the computer.
Other Necessary Requirements: Periodic evening or weekend duties may be required. Moderate travel (6 times per year, or more) for activities such as out of town meetings is required.
The American College of Surgeons is committed to working with and providing reasonable accommodations to individuals with disabilities. If, because of a medical condition or disability, you need a reasonable accommodation for any part of the employment process, please send an e-mail to firstname.lastname@example.org or call (312) 202-5000 and let us know the nature of your request and your contact information.
The American College of Surgeons is a professional and educational organization of surgeons that was founded in 1913 to raise the standards of surgical practice and improve the quality of care for surgical patients. The College is dedicated to the ethical and competent practice of surgery. Its achievements have significantly influenced the course of scientific surgery in America and have established it as an important advocate for all surgical patients. The College has more than 80,000 members and is the largest organization of surgeons in the world. For more information, visit www.facs.org.