The Meetings Manager is responsible for managing all aspects of the planning and execution of meetings and the Annual Conference & Expo for the association both in person and virtual. The Manager liaises as needed with project leaders to provide meeting services to include governance meetings, global conferences, special events and other premier events as developed and assigned.
In addition to the below list of responsibilities, the Meeting Manager will carry out assigned tasks that are consistent with the general responsibilities of this position.
Manage logistics for the Annual Conference and other meetings and events, including but not limited to:
Transportation including shuttle bus coordination
Staffing onsite, including volunteers
Manage planning for Business Meeting and Social Events (for components), ACA Experience/Bookstore at the Annual Conference & Expo and the preplanning of main conference components.
Responsible for the overall management of the Expo Center at the Annual Conference. Serve as liaison with the exhibits company to monitor the exhibitor’s floor activity and trouble shoot when necessary.
Manage the relationship with the ACA travel provider.
Manage and coordinate site inspections and contribute to site recommendations for the Annual Conference and other meetings and events.
Manage site pre-planning activities, onsite events, and post-event activities.
Manage virtual events for the association.
Determine production and project timelines and deadlines as it relates to meeting and events for the association.
Assist with the production of content for marketing and communications related to meetings and conference, which can include the Advance Registration Brochure, Program Guide, planning calendar and Exhibitor Prospectus.
Provide creative solutions regarding process management, development of new projects, and keeping ACA events relevant.
Manage additional events as assigned for ACA including developing and writing meeting resumes, disseminating communication, and coordinating information and schedules to relevant parties.
Develop project budgets, including projections and managing to the budget throughout.
Bachelor’s degree or equivalent combination of education and experience.
Minimum of 3-5 years of meeting planning and management, including developing budgets and specifications, managing vendors and services providers, contracting for catering, guestrooms, and meeting rooms, and managing onsite logistics.
Must have a clear understanding of meeting space and how to schedule events.
Demonstrated ability to develop complex timelines and project plans and ensure their implementation by numerous staff members and contractors.
Demonstrated ability to manage costs and hold vendors to contracted services, budgets, and contracts.
Demonstrated ability to work successfully with a variety of people in a variety of conference-related roles.
Strong project-management skills, including being detail-oriented and managing toward aggressive timelines.
Experience creating and executing Zoom meetings and other online applications.
Strong written and verbal communications skills.
Track record of demonstrating sound judgment by making appropriate decisions, knowing when to take the initiative to anticipate problems and innovate creative solutions, and prioritizing and completing tasks in a skillful and timely fashion.
Keep abreast of industry trends, share information with all staff.
Excellent overall computer skills, proficient in MS Office, with advanced knowledge of Excel and PowerPoint preferred.
Ability to travel to site locations.
An Equal Opportunity/Affirmative Action/Pro Disabled and Veteran Employer
At ACA, Equal Employment Opportunity is our commitment and goal. All qualified candidates will receive consideration for employment without regard to race, national origin, gender, age, religion, disability, sexual orientation, veteran status, marital status or any other protected status designated by federal, state or local law.
The American Counseling Association (ACA) is the world’s largest organization representing professional counselors in various practice settings. Our vision: Every person has access to quality professional counseling to thrive. Our mission: Promote the professional development of counselors, advocate for the profession, and ensure ethical, culturally-inclusive practice. Our values: Diversity, Equity & Inclusion, Integrity, Proactive Leadership, Professional Community & Relationships, Scientific Practice & Knowledge, Social Justice & Empowerment.
All American Counseling Association team members are encouraged, supported, and expected to demonstrate The Way We Work Values: Be Flexible, Be Creative, Be Empowered, Be Inquisitive, Be Collaborative and Be Respectful.