Meetings Manager - Schaumburg, IL - Flexible Hybrid Schedule

Posted: 04/16/2023

Feel good about your work—and your workplace.
The American Society of Anesthesiologists (ASA) team provides education, resources, and advocacy to help our members improve the experience and safety of patients in their care. You can be a part of this important work—join more than 160 change-makers, collaborators, and advocates as we continually strive for excellence.
We live our core values of collaboration, dedication, commitment, and improvement every day. And we know that diversity in the way we look, think, learn, and live makes everything ASA does better. Our policies, culture, and people reinforce this commitment every day. As a result, ASA has been named one of the Best and Brightest Companies to Work For in Chicago and the Nation® for the past six years.
ASA offers flexible hybrid work arrangements, a "dress for your day" mindset, generous time off, plus big development and educational opportunities, so you can write your own story. What's more because ASA is a professional association—not a corporation—we value performance over profits.
As part of the health care community, we offer a full slate of health, financial, and wellness benefits to support individual and family needs, including quality health care at a reasonable cost, 401K match, a free fitness center, breastmilk shipping, CALM subscription, volunteer committees, employee resource groups, and much more.
Be part of a collaborative, caring community. Reach out to ASA today!
Position Summary:
The Meetings Manager – Housing and Registration will serve as a key member of the Meetings team. Reporting to the Director of Meetings, this individual will be responsible for:

  • The overall development and execution of meeting operational support services for ASA in-person, virtual, and hybrid meetings and events to include the ANESTHESIOLOGY annual meeting, ASA ADVANCE: The Anesthesiology Business Event conference, and additional education, governance, and advocacy meetings.
  • Managing services including but not limited to housing, meeting registration, transportation, travel services, childcare and special events.
  • Serving as the liaison to vendors for all meeting attendee services and will lead the ongoing process to enhance the member experience through the strategic management and integration of the registration and housing processes.
  • Providing oversight to the ASAHQ Conference Centers in Schaumburg and Washington D.C. to continuously enhance services and support, providing exceptional attendee engagement, while focused on achieving revenue goals and controlling costs.
Primary Position Responsibilities:
  • Oversight for meeting registration services for all ASA meetings (both in-person and virtual/hybrid) including sourcing, serving as organization project management lead, vendor management and onsite oversight and support during meetings.
  • Oversight for housing management for ANESTHESIOLOGY including hotel contracts, housing provider vendor, and hotel rebates and commissions.
  • Lead planning for special events occurring onsite during ANESTHESIOLOGY and the ASA ADVANCE meetings.
  • Manage staff travel, communications and logistics for ANESTHESIOLOGY and the ASA ADVANCE meetings.
  • Oversight on transportation services for ANESTHESIOLOGY including attendee shuttle bus program and leadership transportation.
  • Manage exhibitor and vendor housing and registration for the ANESTHESIOLOGY and the ASA ADVANCE.
  • Manage staff housing for ANESTHESIOLOGY and ASA ADVANCE meetings.
  • Oversight for the ASAHQ Conference Centers in Schaumburg and Washington D.C. and logistical support for events held onsite including ASA committee meetings, educational conferences, staff events and external partner events hosted at ASAHQ facilities.
Position Qualifications:
  • Bachelor’s degree in hospitality or related field highly desirable.
  • Minimum 5+ years of related progressive experience in meeting planning and logistics.
  • Previous supervisory experience preferred.
  • Experience with housing and registration systems and vendors required.
  • Experience working with hybrid and virtual meeting required.
  • Experience working with volunteer leaders preferred.
  • Association (membership organization) experience preferred.
  • Certified Meeting Professional (CMP) and Digital Event Strategist (DES) or similar certifications preferred.
  • Knowledge in continuing professional education programs including familiarity with CME, PhRMA, and ACCME rules & regulations compliance related to meeting coordination preferred.
  • Demonstrated experience with project management in meetings and events and developing and leading organization-wide meetings and event projects.
  • Strong technical background. Experience with organization wide databases (AMS/CRM), website applications and meetings industry technology.
  • Computer proficiency in Microsoft Office.
  • Highly developed interpersonal skills, ability to network, and demonstrated high level of confidence and poise with a strong member service orientation.
  • Demonstrate personal integrity in negotiations with vendors and contractors and in communications with members and staff.
  • Ability to recommend and implement professional best practices and quickly adapt to changes in the hospitality industry.
Please follow the link to apply: