Job Opening for Meetings Manager in Executive Director, Inc. (555 E Wells St Ste 1100, Milwaukee, WI 53202)

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Job Category : Management
Company Name: Executive Director, Inc.
Position Name: Meetings Manager
Location : 555 E Wells St Ste 1100, Milwaukee, WI 53202
Job Description : CLIENT ASSOCIATION: Society for Immunotherapy of Cancer (SITC) REPORTS TO: Senior Meetings Manager DIRECT REPORTS: None STATUS: Exempt (Minimum of 37.5 hours/week) GENERAL SUMMARY The Society for Immunotherapy of Cancer (SITC) is a non-profit medical professional society of influential scientists, academicians, researchers, clinicians, government representatives, and industry leaders from around the world dedicated to improving cancer patient outcomes by advancing the science and application of cancer immunotherapy. The meetings manager supports the educational initiatives of the society by successful planning and implementation of the society regional programs and other events. Responsibilities include, but are not limited to management of onsite meeting logistics and operations; site selection; registration development, processing and reporting; housing block management and reporting; serving as a primary point of contact for inquiries pertaining to the Society’s educational programs, meetings and other initiatives; and providing support to the Senior Meetings Manager, Director of Meetings, and colleagues. POSITION RESPONSIBILITIES Manage all aspects of event planning meeting deadline and budget demands Manage, coordinate, and implement all aspects of the registration process including database set up (through iMIS 15), 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 Meetings related broadcast emails (registration and housing deadlines, etc.) Monitor the society events email box and respond to inquiries in a timely manner Manage onsite registration desk at live events, as needed Troubleshoot and handle any issues that arise on the event day(s) Serve as the primary source of meeting information for member and delegate inquiries Manage the development of staff operations schedules and operations manuals for SITC live events Develop and implement ship-out (timelines and processes) for all live meetings and activities With the Senior Meetings Manager, 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 SITC 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. Maintain accurate reports for analysis of live events including attendance pace reports, budget comparison reports, etc. Manage the meeting supply inventory With assistance from SITC staff, maintain the competing meetings calendar Stay updated on new technologies, best practices, and meeting industry trends Monitor current news and regularly report findings to Director of Meetings Process invoices and monitor the Meetings department budgets with the Senior Meetings Manager Develop, maintain, and provide regular status updates on project timelines. Other duties as assigned Education/Experience Required Bachelor’s Degree preferred. CMP preferred. Minimum of 2-4 years event planning and implementation experience. Self-starter, capable of prioritizing work and problem solving. Excellent organizational, verbal and written communication skills required. Proven track record working in metrics-driven environment. 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. OTHER REQUIREMENTS Travel of up to 2 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. Please apply here on our career page.
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