Directs meeting management for ACS and AM client meetings. Researches, evaluates and implements processes for continuous improvement. Executes meeting and event strategies to achieve ACS and AM clients' mission, values, goals and strategic plans. Ensures critical deadline and budgetary guidelines are adhered to and response and service expectations and quality standards are met. Manages multiple elements of the Clinical Congress. Provides direction, training and supervision to the meetings team. Establishes and manages meeting budgets.
This exempt position will report to the Director in the Division of Convention and Meetings.
- Directs and manages ACS internal and external meetings through assessment and evaluation of requirements. Manages workflow; ensures quality and efficiency standards for over 125+ meetings held annually. Establishes, manages and evaluates policies and procedures. Conducts needs assessments. Evaluates sites and venues using established parameters. Reviews/Negotiates multiple venue and service contracts. Researches and recommends new products and services to benefit ACS members as well as meeting attendees. Liaison with ACS Committee Chairs, Board of Regents and ACS President regarding function details. Provides expert counsel to volunteer leadership as well as ACS Division Directors and Associate Directors.
- Directs and manages multiple areas of the Clinical Congress operation including logistical management of the Scientific Program, ensuring maximum resource utilization, cost savings for contracted services and quality assurance to members and attendees. Directs the management of Housing, Social and Childcare Programs; Headquarters Hotel activities and Ancillary Functions. Negotiates contracts for venues and service providers to maximize service benefits to the ACS. Determines and manages needs through consultation with staff and ancillary groups. Manages production of service requirements and directs contracted vendors.
- Develops meeting policies and procedures for the efficient handling of client accounts. Conducts client analysis and needs assessments. Prepares time and project analysis and reviews service contract proposals. Directs association client’s contracted meeting service activities. Monitors fulfillment of contracted meeting services. Provides consulting and guidance to client association’s Presidents, Board members, Program Chairs, committee members as needed. Oversees preparation and management of client’s budgets. Responsible for research and recommendation of new programs, products and services to enhance the client associations meeting goals and objectives.
- Manages meeting expenses for Clinical Congress, internal clients and AM Clients. Conducts multiple contract negotiations to ensure maximum financial savings. Evaluates and manages contract financial liability to the ACS and clients through cancellation penalties, attrition clauses and other potential liability to ensure maximum limitation of potential substantial financial implications to ACS and clients. Responsible for financial management of specific meeting functions through expense monitoring and dispute resolution. Prepares budget information for meeting services to other divisions and manages adherence to those budget parameters.
- Manages 8 team members. Has direct responsibility for hiring, managing, and training of team members. Reviews, analyzes and develops operational policies. Fosters a strong sense of collaboration and support.
- Establishes and promotes professional business relationships between ACS Meeting Planners and hospitality industry representatives including, hotels, convention bureaus, DMCs, convention centers, and other industry organizations and suppliers to advance the goals of the College.
- Other duties as assigned.
- Bachelor’s degree from an accredited college or university is required.
- Meeting Professional Certification (CMP) is required along with extensive knowledge of the hospitality industry.
- Minimum of 10+ years of meeting planning experience required, including a significant amount of experience managing and leading a large team of meeting planners.
- Ability to broadly conceptualize ideas with strategic vision while also ensuring adherence to quality detail standards.
- Experience working with both large and small meetings and hotel operations helpful.
- Current understanding and knowledge of industry standards and liability issues, ability to effectively negotiate contract terms, and ability to troubleshoot problem areas.
- Excellent communication skills (verbal and written) necessary to effectively interact with all levels of organization.
- Attention to detail and organizational skills.
- Must be able to multi-task.
- Display high level of energy and thrive in a fast-paced environment.
- Self-motivated and able to work independently and as a member of a team.
- Ability to plan and prioritize workload and meet deadlines.
- Ability to establish strong working relationships with all division teams and management.
Supervisory Responsibilities: This position is required to make broad work assignments to others and to ensure their timely and accurate completion and complete formal annual performance evaluation of others.
Fiscal Management: This position is required to develop and manage department’s annual, program or project budget.
Physical/Work Environment: Fast paced with significant people interaction. No lifting over 20 pounds, minimal reaching bending and stooping. Performs work in a normal office environment with long hours in front of the computer.
Other Necessary Requirements: Evening or weekend duties may be required. Moderate travel (quarterly) for activities such as out of town meetings is required. Valid driver’s license required.
The American College of Surgeons is committed to working with and providing reasonable accommodations to individuals with disabilities. If, because of a medical condition or disability, you need a reasonable accommodation for any part of the employment process, please send an e-mail to email@example.com or call (312) 202-5000 and let us know the nature of your request and your contact information.
The American College of Surgeons will not discharge or in any other manner discriminate against employees or applicants because they have inquired about, discussed, or disclosed their own pay or the pay of another employee or applicant. However, employees who have access to the compensation information of other employees or applicants as a part of their essential job functions cannot disclose the pay of other employees or applicants to individuals who do not otherwise have access to compensation information, unless the disclosure is (a) in response to a formal complaint or charge, (b) in furtherance of an investigation, proceeding, hearing, or action, including an investigation conducted by the employer, or (c) consistent with the contractor’s legal duty to furnish information.
Equal Opportunity Employer of Minorities, Females, Protected Veterans, and Individuals with Disabilities