Senior Manager, Meetings & Conventions

$52,000 - $52,000/Yr

American Dental Hygienists' Association - Chicago, IL

Full-time - Mid Level

Chicago, IL

11-50 employees

Religious, Grantmaking, Civic, Professional, and Similar Organizations

About the position

The American Dental Hygienists' Association (ADHA) is seeking an experienced and highly motivated Senior Manager, Meetings & Conventions to join our team to oversee and facilitate all aspects of meeting planning including project, logistical and financial management for a variety of events including our Annual Conference. Conveniently located in Chicago, IL, this full-time position plays a pivotal role in developing and managing budgets for all assigned events to ensure cost effectiveness. Not only will you be creating RFP's, but you will also coordinate all aspects of the planning process including site selection, vendor management, contract negotiations, marketing, event registration and onsite staffing. ADHA is a non-profit membership organization for registered dental hygienists. For over 100 years, ADHA has represented the needs of our 220,000-plus members including registered dental hygienists, dental hygiene students and the greater oral health care community in the United States. Our members are supported through leadership, education, resources, advocacy, and the value of belonging to a professional organization with the common goal of uniting and empowering these individuals. In support of our dedicated staff, we are pleased to offer a comprehensive benefits package that includes Blue Cross Blue Shield Medical Insurance, VSP Vision Insurance, 100% Employer Paid MetLife Dental Insurance, a hybrid work schedule (2 days/week in office), Health and Dependent Care FSA Available, and generous time off including 15 Vacation Days, Paid Holidays, Sick Days and Personal Days. If you are passionate about meeting planning and organization, demonstrate effective problem-solving skills, and excel in a collaborative, fast-paced environment, then we want to speak with you!

Responsibilities

• Develop and oversee progress of operational plans, timelines, and contract and supply management for the annual conference and other programs as needed.
• Manage contractual arrangements for department functions including but not limited to convention centers, hotels, media suppliers, conference general service company/decorators, housing bureaus, audio visual, production, caterers, venues, registration, and transportation.
• Maintain professional and high-functioning relationships with service providers including venue staff, convention bureaus, decorators, caterers, housing vendors, a/v equipment vendors, production companies, and other vendors that support meeting planning efforts.
• Manage, coordinate, and implement all aspects of the registration process from system set up, form processing, payment collection, reporting, and post-reconciliation for the annual conference and other educational programs as needed.
• Develop and maintain staff and leadership schedules for onsite at the conference.
• Manage and coordinate all convention center logistics and specifications for the annual conference, including audio visual needs, room set up, and food & beverage.
• Support the execution of assigned corporate sponsored programs and ensure that all programs are implemented to meet program objectives with the exhibits and sponsorship sales team.
• Coordinate logistics for small meetings/functions, i.e. IOH Luncheon, Fellow Receptions, Focus Groups, Affiliates, etc.
• Collaborate with the Education & Research department to develop survey evaluation questions.
• Serve as staff lead for the Awards Committee including scheduling and running meetings, designing all award applications, website updates, developing user instructions, ordering awards, and coordinating of travel to the annual conference and the Awards & HOD Installation Reception.
• Create and maintain the annual conference website content.
• Facilitates the development of the annual conference mobile app from designs to content.
• Support Executive Office with the House of Delegates and the proposed changes/edits to the policies and bylaws.
• Run daily and monthly iMIS reports for the finance department.
• Manage 4-6 small regional meetings, ranging from 50 -250 people.
• Serve as the point of contact for event sponsors and internal teams.
• Source hotels, contract negotiation, creation of RFPs, develop meeting specs, organize meeting materials, and manage the hotel room block.
• Provide onsite support for in-person and virtual meetings to act in logistical or registration management roles.
• Coordinate with the marketing department to create and send event marketing materials and communications via email, web, and print.
• Create post-event meeting reports to include details regarding registration, financials, attendee surveys, sales and mobile app statistics.
• Assist with the implementation of ADHA's strategic and annual operating plans.
• Support ADHA's collective membership recruitment and retention efforts through assigned division and intra-divisional initiatives.
• Other duties as assigned.

Requirements

• College degree or equivalent experience.
• CMP, CMM, CEM, or other Meeting Industry certifications preferred.
• 7+ years of demonstrated meeting/event/tradeshow management.
• Association experience preferred.
• 2+ years of people management experience.
• Demonstrated meeting planning and project management experience required.
• Strong writing and verbal communications skills for interacting with stakeholders.
• Organizational and analytical skills with an attention to detail are highly desirable.
• Proficiency in MS Office Suite, iMIS, Informz, and Cadmium.
• Outstanding interpersonal skills with a focus on collaboration and teambuilding.
• Ability to work nights and weekends for successful execution of events.
• Travel up to 15% of the time.

Benefits

• Blue Cross Blue Shield Medical Insurance
• VSP Vision Insurance
• 100% Employer Paid MetLife Dental Insurance
• Hybrid work schedule (2 days/week in office)
• Health and Dependent Care FSA Available
• Generous time off including 15 Vacation Days
• Paid Holidays, Sick Days and Personal Days