Meetings Manager | Logistics

$55,000 - $65,000/Yr

Spargo - Fairfax, VA

Full-time - Mid Level

Fairfax, VA

Publishing Industries

About the position

SPARGO, Inc. is seeking a Meetings Manager to oversee the full life cycle of meeting planning for assigned clients. This role is crucial in managing events ranging from 500 to 1,500 attendees, ensuring that all aspects of the meetings are executed flawlessly. The Meetings Manager will be responsible for coordinating and executing all phases of meeting planning, which includes issuing Requests for Proposals (RFPs), negotiating contracts, preparing and monitoring budgets, and managing vendor relationships. The ideal candidate must be detail-oriented, proactive, and capable of working both independently and collaboratively within a team environment. Strong organizational, project management, and communication skills are essential for success in this position. The Meetings Manager will communicate regularly with clients, facilities, and vendors through various channels, including email, conference calls, and face-to-face meetings. They will create and manage detailed planning timelines, prepare accurate meeting specifications, and ensure that all necessary documents are in place for the successful execution of meetings. Collaboration with other SPARGO departments, such as registration and housing, is vital to ensure a seamless experience for clients. The role may also require travel for site visits and onsite execution of meetings, which could involve early mornings, evenings, and weekends during peak planning periods. In addition to managing meetings, the Meetings Manager will also be responsible for training Meeting Specialists and Coordinators, maintaining historical files for all assigned meetings, and performing other duties as assigned. This position reports to the Associate Director, Meeting Logistics or Senior Meetings Manager, and requires a strong proficiency in Microsoft Office applications, excellent interpersonal skills, and the ability to handle multiple tasks in a fast-paced environment.

Responsibilities

• Coordinate and execute all phases of meeting planning for assigned meetings ranging from 500 to 1,500 attendees.
• Issue RFPs and negotiate contracts with vendors.
• Prepare, monitor, and reconcile budgets for meetings.
• Manage facility/venue and vendor relationships.
• Grid meeting space and coordinate space requests from staff and affiliates.
• Review and approve BEOs and event plans from facilities.
• Communicate regularly with clients, facilities, and vendors via email, conference calls, and face-to-face meetings.
• Create, manage, and adhere to detailed planning timelines.
• Prepare detailed and accurate meeting specifications and documents for onsite execution.
• Collaborate with other SPARGO departments to execute full-service client meetings.
• Travel for site visits and onsite execution of meetings as required.
• Train Meeting Specialists and Meeting Coordinators.
• Maintain historical files for all assigned meetings, including final budget recaps and post-show notes.
• Perform other duties as assigned.

Requirements

• BA or BS degree preferred.
• Minimum 3+ years' experience in planning, negotiating, coordinating, and executing association and/or corporate meetings for up to 1,500 attendees.
• Strong proficiency with Microsoft Word, Excel, Outlook, and PowerPoint.
• Experience with databases, preferably Access.
• Excellent interpersonal, organizational, and project management skills.
• Ability to work independently and handle competing tasks in a fast-paced environment.
• Diligent work habits and attention to detail in composing, editing, and proofing materials.
• Superior business writing skills and professional discretion with information.
• Demonstrated tact and diplomacy skills in communication with clients and vendors.
• Team player with the ability to collaborate effectively with others.

Nice-to-haves

• CMP certification is a plus but not required.
• Experience working with associations preferred.
• Familiarity with medical meetings is a plus.

Benefits

• 401(k) Plan
• 100% Company Paid Medical (choice of 3 plans)
• Dental insurance
• Disability insurance
• Flexible spending account
• Health savings account
• Paid Sick and Vacation Leave