CLIENT ASSOCIATION: Hematology/Oncology Pharmacy Association (HOPA) REPORTS TO: Senior Meetings Manager DIRECT REPORTS: None STATUS: Exempt (Minimum of 37.5 hours/week)
GENERAL SUMMARY The Meetings Manager supports the educational initiatives of the association by successful planning and implementation of in-person, virtual and omni-channel association events. Responsibilities include, but are not limited to, registration management; live and virtual meeting logistics and operations; site selection; hotel room block management and reporting; management of affiliate event logistics; serving as a primary point of contact for inquiries pertaining to education programs, meetings and other initiatives; and providing support to the Senior Meetings Manager and colleagues.
POSITION RESPONSIBILITIES (minimum 37.5 hours/week)
Manage, coordinate, and implement all aspects of the registration process including database set up (through iMIS), form processing, payment collection and reporting, and confirmation distribution
Manage and implement all aspects of registration materials needed including packet creation, bag inserts, bag fulfillment/stuffing, and ship-out with the input from appropriate staff as needed
Maintain accurate reports for educational activity analysis including registration pace reports, attendee analysis reports, financial and budget comparison reports, etc.
Coordinate content with the Education team or appropriate staff for distribution of meeting-related broadcast emails (registration and housing deadlines, etc.)
Monitor the society events email box and respond to inquiries, as needed
Manage onsite registration desk at live events, as needed
Serve as the primary source of meeting information for member and delegate inquiries
Manage the development of staff operations schedules and operations manuals for live events
Develop and implement ship-out (timelines and processes) for all live meetings and activities
Develop staff training materials for onsite teams staffing of live meetings and activities
Manage the development and production of all onsite meeting signage for regional programs and other events, as needed.
Assist the staff with travel arrangements, as needed
Assist in the budget develop and monitoring of live events finances as well as provide appropriate tracking and trending reports.
Assist the Senior Meetings Manager with virtual event platform sourcing, vendor selection, virtual experience design and virtual event environment building
Maintain accurate reports for analysis of live events including attendance pace reports, budget comparison reports, etc.
Manage the meeting supply inventory
With assistance from colleagues, maintain the competing meetings calendar
Stay updated on new technologies, best practices, and meeting industry trends
Monitor current news and regularly report findings to the Senior Meetings Manager
Assist the Senior Manager with processing invoices and monitoring the department budget
Develop, maintain, and provide regular status updates on project timelines
Other duties as assigned
Education - Bachelor’s Degree preferred
Qualifications - Excellent organizational, verbal and written communication skills required. Word processing and spreadsheet skills in MS Office environment essential. Professional demeanor and attention to detail necessary including the ability to manage multiple projects simultaneously.
Travel of up to 4 weeks per year
Some evening and weekend work as needed
Occasional lifting, up to 50 pounds
*This position is located in downtown Milwaukee, WI and dedicated weekly days in the office are a requirement of the role.
EDI is one of the top five association management firms in the U.S., providing professional services for national and international medical, trade and scientific associations. Our 50 years of experience are a key asset to the associations we serve, with client relationships exceeding 30 years.
SUMMARY OF EMPLOYMENT BENEFITS- One of the top 5 largest association management companies worldwide employing 150 professionals. EDI manages 30 clients with national and international membership bases with events held globally.- Competitive salaries in the association management industry.- Flexible, fun, challenging work environment with advanced computer and support systems.- Team work environment.- Opportunities for skill development and career advancement.- Commitment to professional development.- Updated, contemporary office space.