Meetings Manager
Posted: February 06, 2023
Location: Washington, D.C./Remote
AMERICAN SOCIETY OF NEPHROLOGY
The American Society of Nephrology (ASN) is the leading membership organization advancing kidney health. Since 1966, ASN elevates care by educating and informing, driving breakthroughs and innovation, and advocating for policies that create transformative changes in kidney medicine throughout the world. More than 21,000 physicians, scientists, and other professionals are members of ASN, working to achieve ASN's vision of a world without kidney diseases.
ASN's annual meeting, Kidney Week, is the world's premier nephrology meeting and the society's signature event, providing the kidney community and beyond with exciting and challenging opportunities to exchange knowledge, learn the latest scientific and medical advances, and listen to engaging and provocative discussions with leading experts in the field.
The Meetings Manager position will manage housing for Kidney Week, which has approximately 14,000 participants, provide oversight to Kidney Week registration, ancillary meetings, and other logistical support. In addition to Kidney Week, this position will help coordinate other ASN meetings, ranging currently between 10–400 participants, including full responsibility for those meetings. This position reports to ASN Senior Director of Meetings.
Responsibilities:
Housing:
Overall management of housing for Kidney Week with approximately 20–40 hotels, depending on the city.
Management of ASN Housing Bureau and ASN international housing bureau, including the managing inventory between room blocks and ensuring that these housing bureaus are communicating and working with participants and hotels effectively.
Creation of housing procedures and gaining approval from all hotels and making sure these procedures are followed.
Creation of sub-blocks within hotels including attendee, exhibitor, international, and VIP.
Management of inventory between these blocks with the housing bureau.
Management of the development, testing, and approval of the ASN housing site with the ASN Housing Bureau. Review and approval of the international housing bureau's site and marketing materials.
Communication, placement, and management of over 300 VIPs including leadership, staff, vendors, and other VIPs. Placement of all exhibiting companies room blocks into hotels.
Communication and financial management with all hotels in conjunction with the housing bureaus, including resume, pre-cons, direct bill/credit applications, payment of final hotel bills, collection of rebates, and serving as primary ASN contact with all hotels in the room block.
Weekly reporting and final reporting responsibility of all room blocks and ensuring maximization of room blocks, complimentary nights, and other concessions.
Registration and Ancilliaries Oversight and Assistance:
Oversight of and assistance with Kidney Week registration (14,000 participants) and of the ASN Meetings Coordinator, who is the lead on registration.
Assistance of management of VIP registration for Kidney Week registration (1500+ participants
Oversight of registration development and relationship with registration partner, including build, testing, and launch.
Oversight of and assistance with Kidney Week ancillaries/ICWs and of the ASN Meetings Coordinator, who is the lead on 400+ ancillaries.
Oversight of ancillaries process, structure, and assistance with any challenges with any ancillary events.
Oversight of financial reconciliation of registration and ancillaries and reporting weekly and final reports.
Logisitics for Kidney Week:
Assist ASN Senior Director of Meetings on logistics for Kidney Week including AV, food and beverage, room sets, special events, vendor management, and other logistics as assigned.
Work on specifications for Kidney Week including hotel resumes, general information, schedule of events, function sheets, floorplans, and more.
Logistics responsibilities and management onsite during Kidney Week.
Final reconciliation of any bills for vendors as assigned and assistance with budgeting in the future for these vendors.
Other Meetings Assistance:
Management from RFP to contracting to execution to wrap-up for other meetings at ASN, including staffing the meetings onsite.
Supervisory of Meetings Coordinator on smaller meetings and assisting when needed.
Working with other departments at ASN on their needs and requirements for their meetings including budgets, suggestions on format, schedule, etc.
Registration management and housing and travel management, depending on scope of the meeting.
Full vendor procurement and management for all smaller meetings assigned.
Customer service for all participants at these meetings.
Financial reporting and bill payment and reconciliation for smaller meetings.
Additional Responsibilities:
Highly skilled and proficient within the meeting/event planning discipline.
Ability to support and manage various complex project.
Financial acumen and ability to create and monitor budgets and analyze statistical, information, and financial reports.
Collaborate with the other members of the ASN Meetings team to ensure the successful planning and implementation of Kidney Week and all other meetings.
Mentoring of Meetings Coordinator to assist with their growth and development.
Address internal and external inquiries regarding all assigned activities in a timely manner and effectively communicate.
Assume other duties and responsibilities that are appropriate to the position and area for other meetings and Kidney Week as needed.
Skills and Experience:
Required:
Minimum Bachelor's degree and at least 6 years of professional meeting planning experience with demonstrated experience handling complex meetings with multiple components, and at least 2 years of personnel management experience.
Strong customer service and interpersonal skills, relationship building, strong organizational skills, time management, and attention to detail.
Proficiency in Microsoft (MS) Office products (Word, Excel, PowerPoint), proficiency in Adobe products, MS Outlook, event or membership databases.
Ability to rapidly learn and introduce new technology, experience with mobile applications and databases, and virtual/digital platforms.
Strong work ethic and self-motivated and able to thrive in a team environment, with an enthusiastic, positive attitude, and highest levels of integrity.
Proven success facilitating and managing excellent working relationships with co-workers and external partners.
Ability to work independently or jointly with others to complete activities tasks, and projects in a professional manner with minimal oversight. Ability to ask for assistance and help when needed.
Some travel required.
Desired:
Experience working in association and experience working on citywide meeting.
Experience with medical and/or scientific association meetings.
Certified Meeting Professional (CMP) or equivalent certification or education.
ASN offers a competitive salary commensurate with experience and a comprehensive fringe benefits package.
ASN requires all full-time, temporary and contract employees to be fully vaccinated against COVID-19. If selected, you will be required to be vaccinated against COVID-19 and provide proof of vaccination prior to the start of employment.
Interested applicants should email a cover letter, resume and salary requirements (with the subject line: Meetings Manager) to ASN at operations@asn-online.org. Please not the society can only accept online applications for this position.
