Job details

Meeting Planner, Learning Center

Who we are:

The Association of American Medical Colleges is a not-for-profit association dedicated to transforming health care by supporting the entire spectrum of medical education, medical research, and patient care conducted by our member institutions. We are dedicated to the communities we serve and steadfast in our goal to improve the health of all. The AAMC strives to make a positive impact not only in your career, but in your life. We offer a comprehensive benefits package which features:

Significant employer 403(b) contribution
Public transportation subsidy
Generous paid time off program
Tuition reimbursement
Wellness program

Why us, why now?

Are you a highly organized, detail-oriented, and creative professional with a passion for orchestrating in person events? We are seeking a talented and driven Meeting Planner to join our diverse team and play a pivotal role in delivering outstanding experiences in the AAMC Learning Center.
As an onsite Meeting Planner with our organization, you will be responsible for planning, coordinating, and executing a wide range of events, conferences, and meetings that showcase our company's brand, values, and goals. Your keen eye for detail, ability to think on your feet, and strong problem-solving skills will be instrumental in ensuring flawless execution and exceeding our internal and external client expectations.

How will you make an Impact?

Site Research and Contracts

Create and send RFPs to potential hotels through Cvent based on knowledge of meeting and properties.
Review hotel proposals, and where appropriate, negotiate for lower room rates and rental fees, prepare site presentation packets and conduct site presentations for program committees and/or program leader.
Negotiate contracts with properties selected, guide final contract through legal review and procurement office processing, gather necessary signatures and disseminate information to program staff once contract is final.

Cvent Suite of Products

Learn and become proficient in Cvent suite of products to include Event Management Module, Supplier Network, E-Marketing Module, and Crowd Compass Mobile apps.
Creative Services and Marketing Communications Management
Manage and implement the meeting’s marketing and print efforts (electronic, social media, print, marketing and web).
Work closely with the development of timelines, with graphic and electronic communications departments.

Speaker Management

Serve as primary contact with all confirmed speakers and session facilitators for each meeting assigned.
Coordinate of hotel accommodations, flight and travel reservations, audiovisual needs, presentation materials, onsite support, reimbursement of expenses, and payment of speaker fees.
Continuing Medical Education (CME) Management
Coordinate with staff and CME provider to ensure appropriate meetings become CME accredited and ensuring that CME meetings remain within the accreditation guidelines.
CME process management includes collecting speaker and staff disclosures, submitting CME applications for review and consideration, distributing and presenting information to CME participants to claim credits, post meeting reporting to CME provider.

Exhibits and Sponsorships Management

Coordinate with program staff and exhibit/sponsor consultant to develop exhibitor and sponsorship prospectuses and packages, coordinate with consultant on booth sales and sales communications to potential exhibitors and sponsors, partner with meeting coordinator, registration to facilitate registration and payment.
Send communications to confirmed vendors regarding onsite setup and tasks, coordinate agreed upon packages and execute setup of and placement of vendor deliverables with the venue and any third-party vendors required, and provide onsite support and be available to exhibitors and sponsors while they are preparing their booths.

Event Site and Vendor Management

Partner with hotel and/or Learning Center points of contact to coordinate all facility functions and needs to include meeting room setup, audiovisual setup, food and beverage selection and setup, guest room and suite reservations with hotel.
Select high-quality and cost-effective vendors, negotiate contracts, coordinate logistics and provide support for vendors and partners to include tours, destination management companies, audio visual providers and other third-party vendors as necessary.
Onsite support to include coordination & communication with all hotel staff (convention services manager, banquet staff, audiovisual staff, etc.) or Learning Center staff (facilities and catering staff), assisting in setup of registration area, advance review of banquet event orders, providing support for speakers in preparing for their presentation, providing information to and answering questions of constituents, troubleshooting, review of bills on a daily basis, distributing gratuities, coordination of off-site events, VIP management and preparing shipments. Weekly shift work at 655K is required in the Learning Center.

Finances

Prepare budgets and monitor expenditures meetings. Will be required to inform program staff of budgetary implications based on their decisions.
Manage payments of all hotel and vendor invoices, including hotel master accounts, creating requisitions and purchase orders for all payments and invoices, facilitating purchase card (p-card) transactions and coordinating final post meeting income-expense reconciliation and reporting management to forecast future and prospective learning offerings and association revenue.

Post Event Reporting

Prepares thorough history reports for each meeting documenting budgeted vs. actual revenue and expenses, contracted vs. pickup up room block figures, audio visual and wi-fi usage and explanations for any overages.

Other responsibilities include:

Miscellaneous duties as assigned for projects in the Learning Center
Facilitate and scribe at biweekly Meeting Planner meetings
Review and edit peer planner meeting websites and contracts
Serve as an on-site second planner at travel meetings as needs arise
Assist with the AAMC Annual Meeting: Learn Serve Lead
Travel to and assist onsite at the AAMC annual meeting (held annually in November)
Pre-meeting support to Manager and Meeting Coordinator of Learn Serve Lead to include ad hoc and time sensitive needs

Remote Work Eligibility

This position is eligible for remote work within the Washington DC / Baltimore metro area only.

If a bachelor’s degree is required, related work experience may be substituted in some positions. One year of college course work at an accredited institution is equivalent to one year of related work experience.

The Association of American Medical Colleges (AAMC) is an Equal Opportunity/Affirmative Action Employer. The AAMC is committed to the policy of an equal employment opportunity in recruitment, hiring, career advancement, and all other personnel practices. The AAMC will not discriminate on the basis of race, color, sex, national origin, religion, age, marital status, personal appearance, sexual orientation, gender identity or expression, family responsibilities, matriculation, political affiliation, genetic information, disability, past or current military service, or any other legally protected characteristic.

Please attach a resume as part of the application process. It is important that files DO NOT include periods ( . ) within the file name.

BROWSER REQUIREMENTS: Applications must be submitted using Chrome, Mozilla Firefox, Safari, or Microsoft Edge.

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4.5

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CEO of AAMC

David J. Skorton, MD

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By AAMC

The AAMC (Association of American Medical Colleges) is a not-for-profit association dedicated to transforming health through medical education, health care, medical research, and community collaborations. Its members are all 155 accredited U.S. an...

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INDUSTRY

Health Care Services & Hospitals

TEAM SIZE

501-1000

LOCATION

Hybrid, based in Washington, DC

DATE POSTED

August 4, 2023