Associate Meetings Manager

Description

Parthenon Management Group

Position: Associate Meetings Manager

Reports to: Senior Meetings Manager

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We are Solutionaries. 

Parthenon Management Group is an association management company offering management services to professional and trade associations. We offer strategic guidance and bring creative solutions with a vision for the future. 

Associate Meetings Manager – Key Responsibilities

The Associate Meetings Manager supports and leads meeting planning and execution for 1–3 clients annually. This role ensures seamless event operations through coordination, organization, and communication, serving as the primary point of contact for internal and external communications. They also provide support for additional meetings within their work group as needed.

1. Meeting Planning & Client Communication

• Serve as lead planner for 1–3 client meetings annually under the guidance of a Senior Meetings Manager.
• Act as the primary point of contact for client communications and meeting-related correspondence as lead planner.
• Set up and maintain client meeting records using PMG tools, ensuring accurate documentation, and reporting.
• Develop function sheets, event specifications, staffing grids, and signage plans.
• Manage committee and affiliate meetings, including scheduling, logistics, and communications.
• Provide additional client support by answering designated client phone lines as needed.

2. Vendor & Logistics Management

• Manage RFPs, vendor sourcing, contract negotiations, and reconciliation for meeting-related contracts.
• Coordinate with hotels, AV providers, decorators, internet providers, and other vendors.
• Arrange hotel and travel accommodation for board members, committee members, and presenters.
• Secure event and cancellation insurance as required.
• Monitor housing block utilization, prepare registration pacing reports, and oversee hotel pickup to support budget forecasting.

3. Registration & Event Technology

• Build, test, and manage registration platforms, event apps, and submission databases.
• Develop and maintain conference registration sites and attendee evaluations.
• Provide training and support on registration processes for new staff.
• Ensure registration pace and reporting align with meeting budgets and forecasts.

4. Event Supplies & Inventory

• Oversee sourcing, storing, and deployment of meeting supplies for client and PMG events in concert with the Meetings Coordinators and Senior Meetings Coordinator.
• Monitor supply management processes and identify opportunities for improvement for the meetings department.
• Coordinate packing and unpacking of shipments with support staff.

5. Meeting Materials & Documentation

• Review, edit, and prepare meeting materials such as abstract books, pocket guides, flyers, and collateral.
• Maintain and improve documentation tools, including budget templates, staffing grids, signage tracking, and capture of best practices, including the updates of “The Green Pages” for historical reference and team use.

6. Sponsorship & Exhibitor Management

• Build and manage exhibitor/sponsor tracking tools and deliverables.
• Serve as primary contact for exhibitors and sponsors, both pre-event and onsite.
• Oversee exhibitor and sponsor fulfillment processes and provide onsite management.

7. Marketing & Outreach

• Collaborate with the marketing team to draft and distribute client marketing communications, including meeting dept marketing responsibilities.
• Develop and maintain a marketing timeline for email and social media promotions.
• Ensure all marketing deadlines and requirements are met.

8. Budget & Financial Management

• Assist in creating, updating, and presenting meeting budgets for board approval.
• Review and approve vendor invoices and final hotel bills.
• Monitor meeting expenses to ensure budget compliance.
• Reconcile meeting financials post-event and liaise with accounting to ensure accurate charge classification.

9. Accreditation

• Secure agreements with preferred accreditors.
• Develop post-meeting evaluations and process of attendee certificates.

10. Training & Process Improvement

• Identify opportunities for process efficiencies and support the development of standardized procedures.
• Train coordinators on meeting tasks, including registration, technology platforms, and logistics.
• Support coordinator training in packing/unpacking shipments and operational procedures.

11. Onsite Event Management

• Travel to client meetings as required.
• On groups and meetings this role leads, serving as the primary onsite contact for clients, hotels, and vendors.
• Lead onsite event execution, including managing staff assignments, logistics, and client team coordination.
• Ensure all hotel and vendor logistics are implemented according to event requirements.

WORK ENVIRONMENT

Position is in an office setting for the majority of the role that involves everyday risks or discomforts requiring normal safety precautions. When onsite for meetings and client functions, the individual must be able to do moderately demanding physical activity such as handling and opening boxes weighing 35-40 pounds, standing, and walking extensively throughout the day.

BENEFITS

People come first at PMG. That goes for both our clients and our team members. We are known for our exceptional customer service and work ethics. Our clients are like family to us! But our real families are also a priority. From flexible work schedules, including work-from-home plans, paid volunteer days, profit sharing, and more, PMG takes great care of its team members.

• We offer:
• Medical, Vision, and Dental insurance
• Disability insurance
• 401(k)
• 2 Personal Days, 8 Paid Holidays, PTO Days
• 6 weeks parental leave
• Employee Development
• PMG offers one paid Give Back Day to employees where team members can volunteer at their favorite cause on PMG's dime. 
• We are passionate about creating a workplace that promotes and values diversity. We serve associations that are global, multicultural, and diverse, and we want to reflect that inside our walls. More importantly, creating an environment where everyone, from any background, can do their best work is just the right thing to do.

Requirements

EDUCATION AND/OR EXPERIENCE

• Bachelor’s degree in Event Management, Hospitality, Marketing, or related field.
• 3-5 years of experience in event or meeting planning, preferably in a corporate or association environment.
• Proven ability to manage multiple projects simultaneously and meet tight deadlines.
• Strong negotiation, budgeting, and organizational skills.
• Proficiency in event management software and tools (e.g., Cvent, Eventbrite, or similar platforms).
• Excellent communication and interpersonal skills.
• Detail-oriented with a focus on delivering exceptional attendee experiences.
• Ability to travel as needed and work flexible hours to accommodate event schedules.