Meetings Operations Manager

About Kellen

Kellen stands as a global leader in providing management and services to professional and trade organizations. We empower Board leaders by offering operational frameworks and strategic guidance to better serve their organization's mission and vision.  

As a dedicated professional services company, we offer solutions to organizations, such as association management, public affairs, marketing, meeting management, education, and strategic communication. Leveraging our expertise across diverse industries including healthcare, food and beverage, buildings and materials, and technology, as well as our global perspective with a presence in North America and Europe, we collaborate with over 100 organizations to help achieve their goals.  

Understanding the importance of a strong and effective Board of Directors, we offer customized management solutions that address the unique needs of each organization we partner with. 

Position Summary

• The Meetings Operations Manager plays a critical role in supporting the planning, sourcing, and execution of meetings and events across a diverse client portfolio. This position centralizes key operational functions while supporting the Meetings team across multiple programs. The role requires strong organizational skills, fluency and comfort with tech platforms, attention to detail, and the ability to manage multiple priorities in a fast-paced, client-driven environment.

Essential Functions

RFP Sourcing & Hotel Coordination 
Lead centralized RFP development and distribution utilizing Cvent or similar tools, ensuring consistency and efficiency across programs. Manage hotel responses, compile reporting, and provide initial analysis for planner review. Maintain organized sourcing templates and files for repeat programs and key destinations, while supporting proactive sourcing timelines to reduce last-minute requests. Prepare clear and concise hotel summaries for both internal and client-facing use.

Meetings Operations Support 
Supporting the planner team across client meetings by coordinating logistics, materials, and onsite execution as needed to ensure seamless program delivery. Assist with signage production and materials management and provide onsite support for meetings and events as required. Contribute to the development and documentation of standard operating procedures (SOPs) to improve consistency and efficiency across programs.

Cvent & Event Technology 
Utilize Cvent and other event technology platforms to support sourcing, reporting, and overall program needs. Maintain strong working knowledge of event technology tools to support team needs and troubleshooting basic issues as they arise. Support attendee data management and registration coordination in partnership with internal teams, ensuring accuracy and alignment across programs.

Hotel Commission Tracking 
Track and report hotel commissions across programs, maintaining accurate and organized records. Partner with Finance to support invoice and reconciliation processes and monitor commission status to ensure timely follow-up and collection. Identify opportunities to improve tracking processes and enhance overall revenue capture.

Washington, DC Client Meeting Coordination 
Coordinate logistics for DC-based client and internal meetings, including conference room reservations, food and beverage planning, and overall meeting support. Manage restaurant reservations and provide local planning assistance, while supporting small transient hotel blocks as needed. Assist with coordination of CVB and hotel partner visits to the DC office.

Client File & Storage Coordination 
Organize and maintain client materials and meeting files to ensure accessibility and efficiency across teams. Support the clean-up and ongoing organization of storage areas, including the 11th floor, and develop simple, sustainable systems for inventory tracking and file management for shipping and billing purposes.

Qualifications

The ideal candidate brings 4–7+ years of experience in meetings, events, hospitality, or a related field, with demonstrated experience in hotel sourcing and RFP processes. Material experience with Cvent and similar event technology platforms is required, along with strong organizational and project management skills. The ability to manage multiple priorities in a fast-paced environment is essential, as are excellent communication and collaboration skills. 

Travel Requirements

20-30%

Kellen EEO Statement

Kellen does not discriminate against any employee or applicant on the basis of age, ancestry, color, family or medical care leave, gender identity or expression, genetic information, marital status, medical condition, national origin, physical or mental disability, political affiliation, protected veteran status, race, religion, sex (including pregnancy), sexual orientation, or any other characteristic protected by applicable laws, regulations and ordinances. We adhere to these principles in all aspects of employment, including recruitment, hiring, training, compensation, promotion, benefits, social and recreational programs, and discipline. In addition, it is the policy of Kellen to provide reasonable accommodation to qualified employees who have protected disabilities to the extent required by applicable laws, regulations and ordinances where a particular employee works.