Position:  Meetings Manager, IPA
Location:  Milwaukee, WI
Job Id:  63004
# of Openings:  1

Meetings Manager, IPA
CLIENT ASSOCIATION:  International Psychogeriatric Association, IPA; Other Client, TBD
POSITION REPORTS TO: Executive Director, IPA
EXEMPT/NON-EXEMPT EMPLOYEE STATUS: Exempt (Minimum of 37.5 hours/week)
GENERAL SUMMARY: The Meetings Manager will oversee aspects of logistical, scientific program and abstract planning and on-site logistics for the IPA Congress and related projects.
IPA Meetings include:
- Scientific & Programmatic
- International Congress: Annual
- Other Small Meetings: Board meetings and Executive Committee meetings
POSITION RESPONSIBILITIES: (minimum of 18.75 hours per week for IPA; minimum 18.75 hours per week for TBD client)
  • Manage the planning, logistics, budget, and on‑site coordination of the IPA Meetings
  • In consultation with the Executive Director develop meeting budgets for approval by the Executive Committee and Board of Directors
  • Manage programmatic (educational) aspects of the various IPA meetings
  • Manage and coordinate all communications with speakers / presenters, including overseeing speaker materials (slides, papers, disclosures, copyright permissions, reimbursements, etc)
  • Manage speaker database
  • Ensure adherence to all CME-related requirements
  • In consultation with the Executive Director, develop administrative timelines for all educational programs
  • In consultation the Executive Director, lead the process of negotiating contracts with convention centers, hotels and service vendors, including exhibition decorating, audio-visual, housing bureau, security, temporary staff, freight services etc
  • Develop and maintain relationships with meeting service vendors. Provide direction for, and maintain oversight of, outside vendors to ensure adherence to budget and quality service
  • Manage the development of the online registration process
  • Assist with registration processes as needed
  • Coordinate the shipping of program materials
  • Prepare and tabulate program evaluations
  • Manage in consultation with Executive Director exhibitions at the IPA International Congress
  • Assist the Membership & Communications Manager with marketing and public relations efforts on behalf of IPA related to all the meetings
  • Coordinate with Membership & Communications Manager in all meeting related promotional and printed materials
  • Coordinate with Membership & Communication Manager the meetings’ web pages
  • Assist the Executive Director in all sponsorship efforts and to ensure that these are in compliance with all relevant guidelines
  • Prepare planning timelines and administer scheduled projects, programs and committee activities.
  • Perform Duties as required to assist the Executive Director as in line with the Strategic Plan developed by the Board of Directors
  • Assist in editing efforts for IPA documents.
  • Other duties as assigned.
AMOUNT OF TRAVEL REQUIRED: Up to two weeks per year including some international travel; some early morning/evening and weekend work required.
EQUIPMENT USED: iMIS membership database, IBM PC with Windows environment, Excel and Word, all other office equipment (fax, copiers, etc.).
EDUCATION REQUIRED: Bachelor’s degree or equivalent work experience preferred.  Experience in meeting planning, computer proficiency, outstanding organizational and communications skills also desired.
PHYSICAL REQUIREMENTS: Unrestricted mobility: must be able to walk great distances, move quickly from place to place, and lift and move boxes up to 50 lbs.
INTERNAL/EXTERNAL RELATIONSHIPS (clients and vendors): Internal: liaison with all IPA staff and EDI support staff.  External: IPA Committees and members, IPA leadership, supporters, decorators, exhibitors, hotel staff, etc.

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