The Meetings Manager plays a key role in executing the full management of a wide array of inperson and virtual association meetings and events including annual conferences, regional events, board meetings and other events.

The Meetings Manager must be a skilled project manager who is self-motivated and demonstrates the ability to collaborate with other employees in fast-paced, flexible environment. Attention to detail and excellent time management skills are essential in this position. An active, positive response to a variety of challenges and time pressures is also required. The duties of this job require a high degree of specialized expertise and skill in maintaining established standards of quality and accuracy. Drive, determination, strong collaboration, and a self-disciplined approach to achieving results that meet these established criteria are necessary for successful job performance.

FLSA STATUS: Exempt

REPORTS TO: Director of Meetings & Events

LOCATION: Hybrid (Austin area) or Fully Remote (Outside of Austin; Texas residents only)

Primary Responsibilities of the Position

Responsibilities may include the following for multiple associations:

• Responsible for overseeing all aspects of planning and execution of all in-person and virtual meetings and conferences for multiple partner associations

• Manage existing and new contracts with venues and third parties including but not limited to general services, audio visual, transportation, and security

• Create and manage appropriate meeting timelines, ensuring timely completion, and communicating status updates and clear expectations for conference execution

• Manage and strengthen vendor relationships to ensure clarity of and acceptance of the organization’s goals and expectations

• Oversee service contracts and deliverables for all aspects of conference services including, but not limited to, general services, audio visual, transportation, etc.

• Manage exposition hall and exhibitor deliverables and ensure compliance with venue guidelines (general services, audio visual requirements, budgeting, customer services)

• Plan and manage all conference food and beverage functions and offsite social events, including menus, guarantees, dietary restrictions, budgeting and payments

• Manage housing blocks, monitor room block pickup and pattern to ensure no attrition paid, reserve hotel rooms and arrange payment details for Board members, Speakers, VIPs and staff

• Collaborate with Communications staff to support conference promotions, before, during and after the conference

• Create and manage conference budget and income collection to ensure fiscally responsible funds management, working within budget guidelines in order to track, measure and report expenses

• Oversee conference schedule, prepare event specifications and run of show

• Manage internal and external staff operations during the planning phase and onsite, as well as manage internal and external pre-conference meetings

• Support the planning and execution of educational programming

Experience & Skills Required and Preferred

• Bachelor’s degree or professional industry related certification is preferred

• Minimum of 3 years of meetings management experience, including the management of multi-day in-person and virtual conferences and events

• Excellent verbal & written communication skills

• Knowledge of Microsoft Office Suite and proficiency with a variety of computer/technology tools; preferably with Mac OS (SAM is a Mac environment)

• Proficient knowledge of website systems and mobile event applications

• Experience working with professional/trade associations/nonprofits is preferred

• A "rolled-up sleeves/get it done" approach to work and role is necessary

• Detail-oriented, with strong, effective organizational, problem solving and timemanagement skills, including the ability to manage multiple tasks and deadlines simultaneously in a fast-paced, deadline-driven environment • Must be a self-starter, flexible and adaptable, and work both independently and as a strong team player

• Comfortable managing with competing priorities and competing leadership styles

• Must be comfortable in a completely open and flexible office space environment

• Willingness and ability to travel outside of Austin for multi-day events

• Willingness and availability for calls and meetings outside normal business hours, when needed, due to volunteer schedules

Job Characteristics and Considerations

• Excellent interpersonal skills: patience, teamwork/collaboration, listening skills, compassion, outgoing, tactful, flexible/willing to adapt, professional

• A "rolled-up sleeves/get it done" approach to work and role

• Ability to take direction and re-direction professionally as well as work independently

• Regularly practices and demonstrates SAM’s Core Values in approach to work

• Must be a self-starter, flexible and adaptable to change, and work both independently and as a strong team player

• Willingness and ability to travel outside of Austin for multi-day events

• Willingness and availability for calls, meetings, and some project deadlines outside of normal business hours, when needed, due to the volunteer schedules

• SAM is a hybrid work environment (work from home and office). When working in office employees must be comfortable working in a completely open and flexible office space environment

Employee Experience

• The SAM staff team and culture reflects passionate individuals who create meaningful experiences through engaging and creative service and by honoring a diversity of thought and experience.

• Our values are defined by the active way in which we work to achieve them. In everything we do, it's critical that we consider the ways in which we: Build Trust, Seek Clarity, Stay Curious, Practice Empathy and Champion Growth. LEARN MORE ABOUT OUR CORE VALUES on our website.

• SAM is committed to creating and maintaining an employee experience that provides meaningful recognition and incentives, fosters inclusivity and belonging, and ensures professional and personal development and growth.

• The SAM Total Rewards program represents a robust, employee-driven engagement and incentive our program that intentionally addresses seven key elements that make up the comprehensive employee experience: Compensation, Benefits, Well-Being, Development and Support, Community Impact, Work Environment and Resources, and Diversity, Equity, and Inclusion. LEARN MORE ABOUT SAM TOTAL REWARDS on our website.

Join Our Team: Two Steps to Apply

1. Email a cover letter of interest and current résumé to jobs@sam-firm.com 2. All applicants are required to complete an online Predictive Index assessment prior to be considered. To access the assessment, please paste this link in your browser: https://assessment.predictiveindex.com/dpT/1dff8578-1044-4e33-843cb00b11b64a84?type=candidateba#page0

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Meetings Manager