Sr. Meeting Planner

BASIC FUNCTION:

Manage the meeting services activities and contract negotiations for the American Academy of Pediatrics (AAP) Annual Leadership Conference, Advocacy Conference, and all other assigned meetings. Collaborate with the Board of Directors (BOD) and other constituents in the planning and execution of meetings.

DUTIES AND RESPONSIBILITIES:

1. Negotiate contracts for Annual Leadership Conference and Advocacy Conference , including cancellation and attrition terms, force majeure, indemnification, insurance, concessions, rates, and other terms.

2. Manage logistics and planning operations for the Annual Leadership Conference and Advocacy Conference , including registration, transportation, offsite events, onsite execution, events, key leadership committees, and other AAP groups.

3. Provide innovative recommendations to the Senior Leadership Team on leadership meetings to enhance attendee experience.

4. Prepare budget information on the Annual Leadership Conference to inform Chapter and District Relations staff. Reconcile invoices and assist with forecasts and budget projections.

5. Collaborate with appropriate staff to produce and execute the Annual Leadership Conference Advocacy Conference, and related activities.

6. Supervise assigned staff. Encourage a work environment that promotes inclusion and belonging of all staff. Support ongoing staff development, help set objectives, and evaluate performance, and promote and enhance staff capacity in skills necessary to achieve goals. Ensure staff operate in a fiscally prudent manner, maintain confidentiality, operate with the highest ethical standards, and provide excellent service to members and volunteers.

7. Manage the request for proposal process, handle logistics, negotiate contracts, and manage associated risks for all assigned meetings, including Continuing Medical Education courses, grant meetings, and other AAP events.

8. Assist supervisor with contracting ancillary hotels for the National Conference & Exhibition (National Conference).

9. Serve as primary on site AAP representative for assigned AAP meetings.

10. Develop and maintain strong relationships with suppliers and other meeting planning professionals (eg, industry events, professional development opportunities, etc.).

11. Assist with National Conference activities as assigned.

12. Perform all other duties as assigned.

EDUCATION:

Bachelor’s degree in hospitality management, communication, business, or related field, or an equivalent combination of relevant education and work experience required. Professional designation (CMP, CAE) preferred.

EXPERIENCE:

At least four years’ related meeting planning experience required, including site selection, contract negotiation, managing meeting specifications, budget management and forecasting, on-site support, and staff supervisory or team lead experience. Experience working with Board members and within an association preferred.

ESSENTIAL SKILLS:

Must be detail oriented, able to manage multiple priorities simultaneously, work both independently and as part of a team, take initiative, collaborate effectively with various internal and external high level constituents, and promote and maintain a positive and cooperative team-orientated work environment with a commitment to equity, diversity, and inclusion. Must have proven leadership skills with the ability to influence others to reach desired outcomes and action steps. Excellent communication, interpersonal, negotiation, diplomacy, critical thinking, problem solving, organizational, and project management skills essential. Strong technical acumen with proficiency in MS Office and the ability to learn and apply new technologies; experience with event management/registration software (eg, Cvent), virtual meeting platforms (eg, WebEx, Teams), and document collaboration platforms (eg, SharePoint) preferred. Frequent travel and evening/ weekend work required.

The AAP offers an excellent work environment, competitive salary, and a comprehensive benefits package. As a reaffirmation to our employee-focused culture, since 2005 the AAP has been named one of the 101 Best and Brightest Companies to Work for in the Chicagoland area. Additionally, we are an Equal Opportunity Employer of Minorities, Females, Individuals with Disabilities, and Veterans that values the strength diversity brings to our workplace.