The American Association of Airport Executives (AAAE) seeks an experienced meetings professional for the Director of an eight-person department that handles about 60 meetings annually. The Director of Meetings is responsible for the management and execution of about 15-20 meetings annually (domestic and international) with attendance ranging from 25 to 1,000 people, in a very fast-paced environment. In addition to this meetings management responsibility, this position supervises two  meetings managers. 

With regard to the meeting management responsibility, significant areas of focus include logistical planning, budgeting and complex contract negotiations. This position has independent responsibility for multifaceted meetings and projects that often overlap and require attention to multiple meetings simultaneously. The ability to make sound decisions on one’s own accord while supporting the AAAE mission is essential to this role.

Further, this position is accountable for a stringent budget in program spending and responsible for overall success of external meetings both logistically and financially.  Responsibilities include post event payment, invoicing and financial reporting, marketing review and registration database tracking and monitoring.

Primary duties and responsibilities:

• Assists Meetings leadership in management responsibilities of the department to include budgets, goals, business processes, marketing and promotion, staff supervision and future planning.
• Manages the distribution of projects within department and ensure that deadlines are met.
• Manages and executes webinars.
• Assists with annual conference logistics.
• Assists direct reports with the contract negotiation process using a corporate addendum in conjunction with hotel contracts.
• Puts together RFPs and negotiate contracts and association’s addendum; coordinates food and beverage, audio visual and room sets for meetings.
• Creates and maintains individual meetings’ websites through iMIS (association’s database) for all assigned meetings.
• Provides on-site staff support as needed.
• Works with program staff on budget preparation and management.
• Maintains history of performance for all assigned meetings.
• Handles all post conference meeting duties to include bill reconciliations, attendee correspondence, etc.
• Liaises with meeting attendees.
• Organizes and handles registration for meetings.
• Supervises and provides leadership/guidance to meetings managers.
• Collaborates with meeting moderators (internal staff who work on the agenda).
• Develops initial budget for meetings and continues to work closely with moderators to be sure meetings remain in line with budget.
• Oversees master account of meetings to ensure within budget parameters.
• Organizes ancillary meeting activities and/or events.
• Performs other related duties and assignments as required.

The successful candidate will bring a bachelor’s degree; minimum of 8-10 years of meeting management, including demonstrated success managing conference(s) of similar size and scope as well as 2 years of experience supervising others. The candidate must be a capable manager of people and resources, and an organized and detailed planner with strong interpersonal skills.  The ideal candidate will exhibit strong organizational, excellent customer service, contract negotiation, and team-working skills; self-motivated; ability to handle multiple projects simultaneously and meet deadlines; comfortable with managing a budget; flexible and adaptable; exemplary people management skills.  The ideal candidate will also possess the ability to implement projects independently and work with various departments in a team environment. Proficiency using a PC with Microsoft Suite and iMIS database experience is necessary. Travel is required along with the ability to be flexible with schedule to stay late or work weekends.