Los Angeles, California
Cambridge, Massachusetts
Posted: 13-Sep-23
Location: Catonsville, MD
Type: Full Time
The Institute for Operations Research and the Management Sciences (INFORMS) the largest society in the world for professionals in the field of operations research (O.R.), management science, and analytics is looking for a dynamic, creative, and enthusiastic Meetings Coordinator to join our amazing team. Join our 50-person staff team, we offer a hybrid working environment with two days in our Catonsville, Maryland office.
The Meetings Planner reports to the Director of Meetings and provides guidance and management for the development and implementation of INFORMS meetings/conferences and is expected to effectively manage a large portfolio of programs and activities while also managing projects with assigned staff, vendors and/or consultants.
This position works closely with all other members of the Meetings team to ensure complex meeting logistics, contracts, and vendors meet the needs of the organizing committees, our attendees, and INFORMS, overall.
This rigorous fast paced role requires in-depth knowledge of association meetings, contract negotiation, continual learning and awareness of changes in standard contract language, vendor utilization, and knowledge of advances in meetings and conferences. A successful Meetings Coordinator must have an ever-growing skill set, a consensus building mindset, data curiosity, and adaptability to meet the changing and challenging demands of INFORMS’ meetings.
DUTIES AND RESPONSIBILITIES:
- Ensure the success and profitability of our meetings and conferences while helping the meetings department achieves its goals.
- Strategize with the Director and other team members on meetings goals and objectives and key performance metrics. Design and maintain dashboards and reporting tools.
- Identify and effectively address any resource (staff, budget, volunteer, etc.) issues.
- Collaborate on new conferences, discuss meeting initiatives and provide historical data to best evaluate initiatives.
Meeting Planning
- Accomplish all aspects of meeting planning and management for assigned meetings within established time frames and budget and without significant deficiencies. This includes but is not limited to: sourcing, budgeting, site recommendations and selection, contract negotiations, comprehensive meeting room set-ups, exhibit hall setup, audio visual specifications, food and beverage, special event planning, monitoring hotel room blocks and contract obligations, on-site management and post meeting reports.
- Work cross functionally and with other meetings staff and volunteers to gather logistics requirements and provide information and guidance. Work cross functionality with staff and volunteer in other areas of INFORMS.
- Provide logistics management for assigned meetings which include: pre-meeting logistics, floor plans with snapshot of meeting space and event assignments, comprehensive agenda and specifications, audio-visual requirements, exhibit hall logistics, security, signage, manage housing list for staff and VIP’s, staff agenda assignments and continuous conference web site updates
- Participate at a high level in the planning process with organizing committees, keeping them on track, developing the program and adhering to deadlines.
- Actively support exhibits and sponsorship logistics as needed.
- Provide onsite support for assigned meetings including monitoring meeting rooms, food and beverage, set-ups and trouble shooting.
- Process invoices and contribute to budget planning, management and reconciliation. Develop, monitor and adjust budgets as necessary for assigned meetings with the expectation assigned meetings will meet or exceed projected net revenue goals. Significant deviations are identified and reported to Director, Meetings.
- Contribute to continual process improvement through idea generation, new technology and creative ideas to expand our meeting & conference portfolio, increase efficiency, and enhance the meeting experience for stakeholder's experience.
JOB REQUIREMENTS:
- Bachelor’s degree preferred, preferably in a professional association or related field/position .
- 3 - 5 years’ experience in meeting management preferably in a professional association or related field.
- Certified Meeting Professional (CMP), Certified in Exhibition Management® (CEM), or similar designation(s) preferred. Agreement to work towards a certification if one isn’t already achieved.
- Ability to travel 3-6 times a year for week-long conferences and site visits, as needed domestically and internationally. .
- Demonstrated experience, designing and executing meetings. Must have a high level of independence, initiative and creativity to meet goals, continually improve the meetings programs, and develop new offerings.
- Ability to work both independently with minimal supervision and as part of a cohesive team within the department and across the organization.
- Experience developing and managing a budget.
- Experience working with volunteers and association management strongly preferred.
- Demonstrated excellence in planning, organizing and managing programs.
- Strong analytical skills and experience interpreting data and developing data insights into a strategic vision and operational model.
- A collaborative and flexible style. Needs to be a team leader and player.
- An effective communicator, with exceptional oral and written skills.
- Proficiency in Microsoft office is required. Database, abstract software and meeting planning software is strongly preferred.
- Strong understanding of meetings, virtual meetings, meeting apps and other novel technologies relevant to the industry.
PHYSICAL REQUIREMENTS:
- Must have the ability to perform moderately strenuous activities when onsite.
- Ability to be work onsite during meetings with stamina to work long hours as required at meeting site locations.
