The American Accounting Association is seeking a full-time, exempt Meeting & Education Manager to join our team at the Lakewood Ranch Office located in Sarasota County, Florida. Local candidates would spend a minimum of 1 day a week in the office (Tuesday) with four days remote. The in-office requirement may increase during initial training and during certain projects. This position may also be open to fully remote candidates.
The primary responsibility for this position is planning logistical and programmatic aspects of multiple meetings. This is achieved in collaboration with volunteer members serving as Program Chairs resulting in the execution of high quality, education-rich events. This position will report to the Assistant Director, Meetings & Programs in the Meetings and Membership Department.
The ideal candidate will have a professional, fun, friendly and helpful personality, be self-driven and able to perform in a fast-paced, deadline-oriented work environment with varied priorities and responsibilities. This person will interact constantly with members and leaders of the Association, outside sponsors and other key stakeholders. She/he/them must have the ability to work effectively with people at all levels of AAA, as well as our strategic partners. The candidate must be comfortable speaking with a high level of confidence and tact to effectively collaborate across all levels to problem solve and execute the highest level of accuracy. This position does require some travel to meetings, as needed.
Manages all end-to-end logistical aspects of meeting planning for assigned meetings.
Manages onsite logistics for in person meetings as scheduled.
Manages future meeting site search process for assigned meetings.
Assists leadership with the creation of estimates and manages the meeting budget and tracks cost-related planning, while continuously updating member volunteers.
Works with member volunteers to complete administrative phases of the planning process for their meeting including:
Manage volunteer leaders throughout the planning process by providing regular communications to ensure meeting logistics and tasks are kept on track.
Manage and updates the conference registration set up and meeting website pages.
Collects necessary materials on program content toensure compliance for continued educuational credit certification.
Manages meeting budget.
Manages hotel room block and pickup reports.
Assist with coordination of any special requests or events, as needed.
Acts as the primary liaison and manages the program production to include managing the communications between the program chair, submissions liaison & program producer to ensure the final program is produced timely and accurately.
Manage the submission, review, acceptance, and presentation processes.
Manage and oversee all shipments of materials for the meetings.
Manage the meeting app process for the meetings.
Review and process all invoices related to the meeting.
Manage the process for awards given at the meeting.
Conduct ongoing evaluation of the effectiveness and efficiency of meeting processes including revision recommendations and communicate all to appropriate staff.
Collaborate with Communications Manager on planning and development of marketing materials, and meeting communications.
Maintains meeting timeline and historical data reports.
Handles all post meeting follow-up including surveys, reimbursements, etc.
Documents all work processes and procedures thoroughly and accurately.
Maintains files and documentation thoroughly and accurately, in accordance with association policy and accepted accounting practices.
Ability to communicate both written and verbally.
Ensures continuous improvement through effective process analysis, documentation and ongoing application.
Protects organization's value by keeping information confidential.
Updates job knowledge by participating in industry-wide educational opportunities.
These statements are intended to describe the general nature and level of work being performed. They are not intended to be construed as an exhaustive list of all responsibilities, duties and skills required. Duties, responsibilities, and skills may change at any time with or without notice based on the needs of the Association.
Education and Experience Requirements
BA/BS or equivalent combination of verifiable education, training, and/or experience.
7+ years of experience in full management of meeting/events, preferably for an association or non-profit organization.
Strong computer and software skills in Microsoft Office Suite, Zoom Meeting/Webinar, association management and content management systems.
Ability to organize, prioritize and coordinate multiple concurrent activities with excellent attention to detail.
Ability to monitor the progress of tasks and projects and provide follow up in order to meet targeted deadlines.
Ability to follow meeting budget and provide necessary budget reports and analysis to leadership/member volunteers when needed.
Ability to interact with professional staff, members and vendors in a professional manner.
Strong skills in the following areas:
Transparent financial mindset
Research and resolution
Communication through writing, listening and speaking
While performing the duties of this job, the employee is regularly required to see, speak and hear to exchange information. The employee is frequently required to sit, stand, and walk; reach with hands and arms, and use finger dexterity. The employee is occasionally required to bend at the waist, stoop, kneel, and crouch; and perform work which involves occasionally lifting, pushing and or pulling of objects which may approximate 50 pounds.
The American Accounting Association fully complies with the Americans with Disabilities Act (ADA) and will make reasonable accommodations to enable individuals with disabilities to perform the essential job functions.
We are an equal opportunity, at-will employer and do not discriminate against any employee or applicant for employment because of age, race, religion, color, disability, sex, sexual orientation or national origin.
The American Accounting Association (AAA) is the largest community of accountants in academia. Founded in 1916, we have a rich and reputable history built on leading-edge research and publications. The diversity of our membership creates a fertile environment for collaboration and innovation. Collectively, we shape the future of accounting through teaching, research and a powerful network, ensuring our position as thought leaders in accounting.