AFIRE is looking for a detail-oriented and process-driven Meeting Manager located in either Chicago or Washington, DC. This person will manage the planning and execution of at least six membership meetings throughout the year.
The ideal candidate will be a detail-oriented, no-nonsense, self-starter with excellent skills in planning, contract negotiation, budgeting, database, and process management. The candidate should be able to manage fast-paced and complicated meetings, interact with executives, and manage relationships with hotels, caterers, audio-visual production, and other service providers.
The Meeting Manager will report directly to the CEO but will also work with a small group of fellow managers and outside suppliers. Some travel will be required, with approximately eight trips per year in the US and Europe. Meeting attendees are CEOs and other high-level executives who expect a high level of transparency, efficiency, and quality. The meeting budget exceeds a million dollars annually.
The best candidate will be someone who prioritizes integrity and treats everyone, whether they are a CEO or a busboy, with the same level of respect, honesty, and care.
Direct the planning, logistics, and on-site management of AFIRE meetings. Currently, AFIRE hosts:
two major meetings in the US with 250 - 300 executive attendees;
three smaller meetings, or “summits,” in the US with 40 - 60 attendees;
one European conference with approximately 125 attendees that takes place in a different city every year;
two brunch functions in Germany and France with 80 - 150 attendees.
Be the primary “point person” for banqueting, catering, and meeting logistics, and:
work with the CEO to identify potential locations for meetings and conduct in-person site visits;
manage the RFP process with hotels and vendors such as audio-visual production, transportation, and catering;
analyze and negotiate contracts with a standardized process and list of requirements;
manage pre-meeting planning process, including meeting budgeting, registration, sponsor payments and materials, meeting schedule, hotel and vendor communications, room block management, speaker requirements, collateral material and signage production, and shipping;
manage on-site meeting logistics and serve as production “point person” for hotel and service providers, on-site registration, and overall meeting schedule;
manage post-meeting processes, including review of hotel and service provider charges, outstanding registrations, and final accounting.
This position will be filled in the last half of October/beginning of November. Candidates will be interviewed by the CEO and staff of AFIRE by phone and in person.
5+ years of experience
Proven experience with membership management, database marketing, and CRM systems
Proven experience planning, budgeting, and managing complex, multi-day meetings
Proven experience with contract review and negotiation
Strong written and verbal communication and customer service skills
Able to multitask and work well under pressure
Database, Microsoft Word, PowerPoint, and Excel skills required; facility with other applications desired
Facility with languages other than English a plus
The Meeting Manager will be able to split their time working from home and the office, and will be located in either Chicago or Washington, DC, and will be required to travel 6 – 8 times per year, including 1-2 times outside the US.
Telecommuting is allowed.
Additional Salary Information: The Meeting Manager will be provided all computer and communications devices and software needed to work from anywhere in the world, such as laptops, tablets, and smart phones. The Meeting Manager will enjoy a competitive salary, performance bonus, 401(k) contribution, and generous insurance benefits, as well as time for vacations and personal time.
AFIRE is the association for international real estate investors focused on commercial property in the United States. Headquartered in Washington, DC, and established in 1988 as an essential forum for real estate investment thought leadership, AFIRE members gather throughout the year to help each other become Better Investors, Better Leaders, and Better Global Citizens through conversations, research, and analysis of real estate capital markets, cross-border issues, policy, economics, technology, and management.
To learn more about AFIRE, visit www.afire.org.