Experienced Meeting Professional (Supervisory Role/Medical Programs) - Direct Hire

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Employment Category: 
Direct Hire

Our client, an RTP area medical association, is actively recruiting for a very sharp and capable Meeting Planner to assume key role in its Meetings and Events Team.

This association provides education, advocacy and research services to its membership (physicians, clinicians, and researchers) and runs numerous meetings, scientific sessions and education programs throughout the year. These programs will vary in size and content – from 25 to 2000 attendees but all are of the highest quality and require (near) flawless execution.

We seek a top-notch Meeting Planner who is accustomed to handling a diverse portfolio of meetings and understands this high- expectations constituency.

Key Things to Note:

  • This is a Direct Hire role.  Most work can be done remotely but client does require on-site presence on an as needed basis. Client is targeting local (NC) candidates.
  • This Planner will be responsible for oversight and organization for the association’s live courses and other organizational meetings (board meetings, forums, etc.).  Demonstrated ability to independently execute all aspects of the meeting plan will be essential.
  • This is a Director level role within the organization and will involve supervising a small support team.  Seek a hands-on leader who will bring a supportive management style while personally ensuring all details are handled and deliverables and timelines are intact.
  • Position will require regular travel for the association’s domestic events will be expected (~8-10 per year).  In addition, this individual will be required to conduct site visits and planning visits to assure feasibility of space and logistics in support of these events.

Selected Responsibilities:

  • Plan and coordinate all aspects of meetings/programs (pre-course planning, budgets/expenses, registration, venue/hotel management, contract adherence, audio visual requirements, evaluations).
  • Act as the primary staff liaison for meetings-related needs/inquiries.
  • Onsite meetings management (including managing attendee needs, equipment delivery/setup, support for presenters, entertainers and VIPs).  Ensure technical/logistical requirements are executed.
  • Work with internal stakeholders to develop/distribute course brochures and ensure course website/registration site has accurate information.
  • Ensure that program content is aligned with organizational goals/policies and adheres to ACCME rules/regulations.
  • Prepare event budgets and monitor expenditures for assigned meetings. Reconcile and process all invoices and prepare final history report for meetings, as needed.
  • Prepare event forecasts including registration numbers and budget projections.
  • Conduct post-event evaluations of staff, program committees, and attendees to determine how future events could be improved prior to next planning cycle.
  • Keep abreast of convention, meeting marketing, facilities, and continuing medical education trends and use these to inform and improve future events.

Selected candidate will offer a BA/BS degree and 5+ years of experience in corporate meeting planning roles, ideally within the healthcare and/or membership association space. CMP designation preferred.

Other priorities include:

  • Experience supervising other meeting planners/support staff
  • Superb time/project management skills with a proven ability to meet deadlines
  • Excellent organizational skills and meticulous attention to detail
  • Creative problem-solving/troubleshooting skills
  • Exceptional written and verbal communication skills
  • Ability to work cross-functionally ensuring the contributions of the other departments are understood and deliverables are met
  •  Proficiency with MS Office products

In addition, we seek a high level of professionalism, ownership, adaptability and perfectionism (the good kind). This is a dynamic, collaborative, and mission-driven setting. Seek self-directed and extremely competent professional who gets things done.

This is an immediate need and a Direct Hire opportunity.