Meetings Manager - The Choice : Job Details

Location: Washington, DC (Hybrid: 4 days in-office, Fridays remote)

Salary: $70,000 - $80,000/year

Type of position: Temporary to hire

We are seeking an experienced Meetings Manager to join the events team of a higher education membership organization. This role is ideal for a skilled event professional who thrives in a collaborative environment and enjoys managing the full lifecycle of conferences, meetings, and special events from strategy and planning to on-site execution and post-event wrap-up.

The Meetings Manager will oversee logistics for a portfolio of events, including a large annual conference with thousands of attendees, mid-size meetings, and leadership programs. The role requires strong attention to detail, excellent organizational and negotiation skills, and the ability to manage multiple priorities while delivering exceptional attendee experiences.

Key Responsibilities

• Lead planning and logistics for conferences, meetings, and events, including venue selection, vendor management, budgeting, and on-site execution.
• Serve as the primary logistics lead for the organization's largest annual meeting and collaborate with staff and vendors to ensure seamless operations.
• Develop RFPs, evaluate proposals, and negotiate contracts with venues and vendors.
• Manage budgets, monitor revenue/expenses, and reconcile invoices.
• Coordinate housing, registration, food and beverage, audiovisual, transportation, exhibits, and VIP arrangements.
• Partner with internal teams on event marketing, communications, and attendee outreach.
• Provide excellent customer service to members and attendees, addressing inquiries and sharing event information.
• Maintain accurate records, timelines, and post-event reporting to support continuous improvement.
• Travel domestically (and occasionally internationally) for on-site event management.

Qualifications

• Bachelor's degree in event management, communications, marketing, or a related field.
• 5+ years of event or meetings planning experience, preferably with an association or membership organization.
• Proven expertise in logistics, budgeting, vendor negotiations, and contract management.
• Strong leadership and collaboration skills, with the ability to manage multiple projects simultaneously.
• Excellent written and verbal communication skills.
• Proficiency in Microsoft Office, Adobe Acrobat, and meeting platforms such as Zoom or Teams.
• Willingness to work flexible hours around event schedules.