Manager, Meeting Logistics & Event Technologies

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Reference Code – ED 0821

The American Academy of Physical Medicine and Rehabilitation (AAPM &R), the premier professional association for rehabilitation physicians, has an immediate opening for a Manager, Meeting Logistics & Event Technologies. 

AAPM&R serves more than 8,000 board certified physicians who specialize in physical medicine and rehabilitation (one of 24 board certified medical specialties). Representing approximately 70 percent of all rehabilitation physicians, AAPM&R is a leader in helping PM&R physicians acquire the continuing education, practice knowledge, leadership skills, and research findings needed to provide quality patient care, and to represent the best interests of patients with, or at risk for, temporary or permanent disabilities. For more information, visit www.aapmr.org.

General Summary

We are seeking a meeting planner with strong project management skills and a passion for both in-person and virtual event and education delivery.  The Manager will serve as project manager for our virtual meeting platforms and support in-person meeting & event logistics.  They will oversee registration and housing systems, implementation of video conferencing and virtual event platforms, abstract and education management software, and integrations with Association & Learning Management systems.

Duties and Responsibilities

  • Develops and manages project timelines, schedules, and other project management tools to ensure successful delivery of live and virtual events
  • Manages financials and contributes to developing budgets, updates financial forecasts and proactively addresses expense variances
  • Assigns meeting space, creates food & beverage plans, oversees AV requirements and other third-party supplier needs (transportation, temp staffing, etc.).
  • Serves as main point of contact for conference housing vendor and internal Academy contact for all housing inquiries and needs. Oversee the build, testing and launch of online housing portals; maintains housing dashboard for ongoing tracking, takes action to address housing trends or inventory needs
  • Applies the use of event technology solutions to spearhead and support education initiatives, including abstract management tools, web-conferencing tools, podcasts, virtual event platforms and live capture/recording tools. Support speaker and faculty training and preparation, as needed
  • Creates analytical reports based on session evaluation data, engagement metrics and overall participation to aid decision-making for the overall digital product portfolio and virtual event calendar
  • Leads the overall planning of event registration during the pre, onsite and post show phases. Coordinate registration website development, oversees integration of registration technology and iMIS (Association Management System), manages registration testing and ensures registration is ready to launch.
  • Creates RFPs for event technology vendors, including registration systems, conference housing solutions, virtual event platforms and other virtual engagement tools. Collect proposals, prepare budget implications, and make recommendation to Director of Meetings for approval.
  • Contributes to overall success of team by identifying challenges and proactively seeking solutions. Proactively communicates project status and program deadlines
  • Performs other duties as assigned by the Director, Meetings, Director, Education or Associate Executive Director, Education.
  • Leads meetings with staff teams to gather and document requirements; strategize potential solutions to challenges they face with their registration processes; as well as develop agendas and meeting minutes

Required Knowledge, Skills, and Abilities

  • Strong project management skills with attention to detail.
  • Comprehensive knowledge of meeting & event planning, housing, and registration management
  • Experience working collaboratively with association volunteers and faculty
  • Possess strong financial management skills.
  • Self-starter with strong communications skills
  • Proficiency with MS Office (Outlook, Word, Excel, PowerPoint)
  • Maintains high professional standards of integrity, ethics, and commitment to the goals of AAPM&R.

Education and Experience

  • Bachelor’s Degree
  • Four+ years of relevant event management experience
  • Experience with event technologies and system integrations

Estimated Travel:

  • Willingness to travel domestically up to 10% and participate in occasional weekend meetings and evening conference calls 

How to Apply For a Job with AAPM&R

Submit your cover letter, resume, salary history, and position of interest to: careers@aapmr.org. Please note, you must include the position's reference code ED0821 in the email's subject line to be considered.

No faxing or phone inquiries please.
 
AAPM&R offers an excellent work environment, competitive salary, and a very comprehensive benefits package. Additionally, we are an Equal Opportunity Employer (EOE).

 

We are currently working 100% remotely with plans to return to the Rosemont, IL office on September 7 with possible hybrid options.