Description
GENERAL DESCRIPTION OF POSITION
The Meeting and Event Manager is responsible for the strategic planning, execution, and oversight of event logistics for conferences and meetings, including projects and tasks related to meeting logistics and registration platforms. This position will collaborate cross-functionally with Account Managers, internal departments and external vendors to ensure compliance with company standards and goals, including organizational standards, timelines, financial goals, and strategic objectives.
Requirements
ESSENTIAL DUTIES AND RESPONSIBILITIES
Lead the full lifecycle of conference and meeting management, ensuring high-quality execution and exceptional attendee experience for all assigned events.
Collaborate with internal partners across Marketing, Sales, Accounting, Chapter Relations, and other departments to align goals, strategies, and execution plans.
Manage key planning components including:
o Collaboration of conference date, venue and site selection
o Contract review and negotiation to meet company standards
Facilitate and manage:
o Food and beverage orders within budget and contractual deadlines
o Audio-visual proposals, vendor selection, and A/V order submission
o Conference signage design, production, and shipping
o Exhibition space logistics in collaboration with Sales
o Speaker management including travel, accommodations, and onsite needs
Ensure meeting and event websites are accurate, professional, and aligned with strategic goals; activate online registration and oversee updates.
Coordinate onsite event logistics and communications.
Monitor budgets for conferences; ensure alignment with attendance and financial goals
Manage event budgets to ensure all invoices fall within compliance standards and are processed timely with required documentation.
Ensure submission of all event financial forms, receivables, and payables.
Audit post-event outcomes and performance data; identify and implement improvements for future planning.
Participate in continuous improvement to advance performance for CGi and its clients; proactively identify obstacles and recommend solutions.
Ensure accurate timelines, reporting, and adherence to internal processes.
Meet or exceed performance targets related to attendee/exhibitor satisfaction, contractual and planning deadlines, budget adherence, and revenue goals.
Ensure all meetings comply with company standards and best practices.
EDUCATION AND EXPERIENCE
Bachelor’s Degree from an accredited university
Minimum of 3 years meeting and/or event planning experience – preferably in the association management industry
Experience planning, implementing, and achieving goals using data management, analytic and software application skills
Knowledge of industry trends, tools, and best practices
COMMUNICATION AND CRITICAL THINKING SKILLS
Superior attention to details, including superb organizational and follow up skills
Excellent verbal, written, and interpersonal communication skills
Demonstrated project management and problem-solving skills with an ability to manage multiple priorities and deadlines at once
Ability to work effectively in a team environment, nurturing cooperative working relationships with diverse groups
SOFTWARE SKILLS REQUIRED
Proficient in standard Microsoft Office programs, including Microsoft Word, Excel, PowerPoint, Teams and Outlook
Experience with project management tools and platforms
EXPECTED TRAVEL & PHYSICAL EXPECTATIONS
20 - 25% - annually, including some weekends
While performing the duties of this job, employees are regularly required to sit, walk and stand, talk or hear, both in person and by telephone, use hands repetitively to handle or operate standard office equipment; reach with hands and arms; and lift up to 25 pounds.
* * *
EQUAL EMPLOYMENT OPPORTUNITY
CGi is an equal opportunity employer and values diversity. All employment is decided on the basis of qualifications, merit and business need.
