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Manager, Meeting Management in Denver, CO at National Multiple Sclerosis Society

Date Posted: 10/13/2018

Job Snapshot

  • Employee Type:
  • Location:
    Denver, CO
  • Job Type:
  • Experience:
    Not Specified
  • Date Posted:

Job Description

The National Multiple Sclerosis Society mobilizes people and resources to drive research for a cure and to address the challenges of everyone affected by MS. To fulfill this mission, the Society funds cutting-edge research, drives change through advocacy, facilitates professional education, collaborates with MS organizations around the world, and provides programs and services designed to help people with MS and their families move their lives forward. We partner with volunteers to accomplish our work. Staff members engage volunteers through effective and timely communications, facilitating meaningful opportunities, and continually seeking and providing feedback for reciprocal growth and learning.

The primary responsibility of this role is to provide strategic planning and meeting planning support to multiple departments ensuring the Society is able to meet strategic goals through well-orchestrated meetings and events. As the Society's primary lead for Meeting Planning, this role will plan and provide support for in-person meetings This role will oversee meeting planning for a variety of critical Society meetings/events, including but not limited to, National Conference, Public Policy Conference, State Action Days, National Board and various Departmental Committee meetings. Additionally, this role will serve as the primary point of contact with the Society's external vendor. This role will also develop and communicate meeting planning protocols; continue to review and provide process improvement recommendations that will decrease costs, improve meeting effectiveness, and provide an exceptional experience to invitees.

This role is internally and externally focused, requires the ability to prioritize, understand and respond to constituent needs, and manage multiple activities simultaneously. This individual will partner with a variety of staff, including senior leaders, to provide a variety of meeting planning functions in a dynamic, fast-paced environment. A high degree of confidentiality is necessary while managing competing deadlines. Additionally, this role requires a high degree of precision and accuracy to ensure processes are streamlined and effective.

Essential Function/Responsibility

1. Meeting Planning
  • Aligns meeting strategy to organizational strategy; consult with key stakeholders to determine meeting goals, objectives and budget.
  • Assess needs and expectations; recommend designs and concepts that will meet goals and objectives through the identification of objectives and outcomes.
  • Create work plans that include timelines, budget and materials management and distribution.
  • Provide on-site support to 5-6 meetings, including Public Policy Conference, National Leadership Conference and 3-4 National Board meetings throughout the year.
  • Understand accessibility needs of meeting participants and provide exceptional attention to ensuring needs are met.
  • Partner with meeting vendor to determine event venue.
  • Initiate proposals with vendors; negotiate and manage vendors and contracts.
  • Oversee daily operations of the meeting planning team who executes the plans; must be familiar with and be able to assist in executing tasks as needed.
  • Develop and evaluate the impact of meetings using standardized measurements and practices.
  • Integrate Society cultural values into meeting planning, design and execution.
  • Drive budget development, tracking and reconciliation of meeting / event expenses.
  • Develop, implement and evaluate meeting processes.
  • Prepare summary reports based on feedback, surveys, participation and outcomes.
  • As required, provide on-site management of meetings and events to include oversight of vendors, staff and volunteers.
  • Prepare and implement contingency plans for meetings and events.
  • Develop, implement, communicate and evaluate parameters, protocols and policies for engaging the meeting management team.
  • Collaborate with Legal & Risk Management to ensure compliance with contracts, safety and risk management considerations and submitting injury or illness claims.
  • Must be able to interact with diverse constituents, answer questions, provide guidance, and maintain a professional, polished demeanor.
  • Triage issues, problem-solve solutions, and report status to stakeholders.
  • Collaborate with functional leads and external sources to prepare collateral material.
2. Technology Interface
  • Leverage various technology applications to ensure effective meetings/events; includes web-based meetings (Go-To Meeting, Webinars), electronic registration, post-event surveys and results management, on-site technology needs at conferences/meetings.
  • Use Society finance application, to ensure that invoices are properly allocated and paid.
  • Maintain up-to-date knowledge regarding meeting tools such as Microsoft, Go-To, and other applications that enhance meetings and events; be prepared to troubleshoot technology issues and prepare for contingencies.
  • Maintain and continuously improve the team's intranet page/s with relevant meeting information, templates, tools and guides.
  • Ensure that a facilitator is available, and contingencies have been anticipated; manage web-based technology of necessary (Go-To, Outlook invites, registration processes, etc.)
3. Volunteer Engagement
  • Increase the number of Society volunteers, recognizing and recruiting talent
  • Engage volunteers, effectively communicating and facilitating meaningful opportunities across all functions
  • Partner with volunteers to accomplish our work.
  • Cultivate volunteers, seeking and providing feedback and sharing opportunities for reciprocal growth and learning. Recognize the contributions of all volunteer
  • Engage volunteers in leadership and implementation positions across department activities