Position:  Meetings Manager, AAEM
Location:  Milwaukee, WI
Job Id:  11028
# of Openings:  1

Meetings Manager, AAEM

CLIENT ASSOCIATION: American Academy of Emergency Medicine, AAEM
POSITION REPORTS TO: Senior Meetings Manager, AAEM
EMPLOYEE STATUS: Exempt

GENERAL SUMMARY:
The Meetings Manager works closely with the Senior Meetings Manager for the American Academy of Emergency Medicine (AAEM), managing the registration for Scientific Assembly, Oral Boards, Written Boards, Chapter Division and/or AAEM directly and/or jointly provided as well as AAEM/Resident Student Association (RSA) programs. This position also manages exhibitor registration and processing for Scientific Assembly. The Meetings Manager manages the Tennessee and New York Chapter Divisions as staff liaison. The position requires a high level of responsibility while exercising discretion and sound independent judgment in performing tasks. The Meetings Manager provides management and administrative support to the AAEM leadership, Senior Meetings Manager, Meetings Team and the Associate and Executive Directors. The manager implements officers’ actions and policies and the day to day operations of the society.

POSITION RESPONSIBILITIES (Minimum of 37.5 hours per week):
  • Manage the registration timelines and processes for AAEM educational programs (i.e. Scientific Assembly, Oral Boards, Written Boards, Health Policy in Emergency Medicine (HPEM) Symposium, Emergency Department Management, chapter division and other AAEM and AAEM/RSA programs). This task includes designing and testing registration web applications, processing pre- and onsite payment and confirmation (or refunds) of registrations, ordering name-badges and leading the coordination of ship-out/ship back logistics for each meeting. Maintains current, accurate, and accessible information concerning the registration status and pacing for meetings. The position works closely with the managers on the team who are staff liaisons to these educational programs. Travel to and management of onsite registration at Scientific Assembly is required.
  • Manage exhibitor recruitment, retention and follow up. Collaborate with the Meetings and Marketing teams to create sponsorship/exhibitor prospectus, design the exhibitor web portal, process exhibitor registrations, payments and tracking of required documents and content for publication, assemble onsite packets, organize ship-out and assist with onsite management of the exhibit hall during Scientific Assembly.
  • Serve as staff liaison to the New York and Tennessee Chapter Divisions including coordination of conference calls and meetings, drafting minutes, elections, preparing timelines and administering scheduled projects, programs and committee activities.
  • Manage client’s inventories including office and meeting supplies, onsite/offsite storage of materials, and re-ordering as necessary.
  • Assist with incoming and outgoing e-mails, phone calls, correspondence, and other day-today organizational functions.
  • Work with internal departments (Information Services, Technical Services, Creative Services, Mail and Accounting) and external vendors (exhibitors, decorator, security, and lead retrieval, etc.) as needed for AAEM projects.
  • Assist with the inventory and book ordering/distribution process for of AAEM merchandise and book sales.
  • Assist in editing AAEM documents.
  • Assist Senior Meetings Manager and Associate and Executive Director with additional projects.
  • Travel to and staffing of Oral Boards as needed.
  • Other duties as assigned.
EDUCATION/EXPERIENCE REQUIRED:
  • Bachelor’s degree or equivalent work experience preferred. Interest in obtaining meeting planning certificate (CMP) desired.
  • Must meet deadlines and have an acute attention to detail and ability to manage multiple projects simultaneously.
  • Previous association management experience and familiarity with nonprofit leadership a plus.
  • Must meet deadlines and have an acute attention to detail and ability to manage multiple projects simultaneously.
  • Computer proficiency, outstanding organizational and communication skills required.
    • iMIS membership database, IBM PC with Windows environment, Excel and Word, all other office equipment (fax, copiers, etc.).
OTHER REQUIREMENTS:
Some early morning, evening and weekend work may be required in our home office and while traveling out-of-town to meet client needs. Travel will be two to three weeks per year. Unrestricted mobility: must be able to walk great distances, move quickly from place to place, and lift and move boxes up to 50 lbs.

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