American Thoracic Society

  • Manager, Meeting Services

    Job Locations US-NY-New York
    Posted Date 1 month ago(2/21/2018 1:09 PM)
    # of Openings
  • Overview

    Reporting to the Associate Director of Meeting Services, the Manager, Meeting Services performs managerial functions related to the logistical aspects of the International Conference headquarter hotel, special events and select services. The Manager also plans all meetings outside of the International Conference and on the ATS executive level; the ATS Board of Directors Meetings, Leadership Summit and all ATS Committee Meetings.


    Primary Responsibilities include:


    Management of International Conference Logistics:

    Management of Headquarter 1 Hotel

    • Collect meeting specs from Senior Director and several key departments
    • Select food and beverage for all meetings and events
    • Authorize Audio Visual needs with staff, communicate needs to hotel/AV vendor
    • Authorize headquarter Electrical and Internet needs
    • Partner with HQ hotel CSM and schedule a weekly call to discuss meeting specifications
    • Negotiate on behalf of ATS with hotel as needed
    • Conduct orientation for headquarter hotel location managers; distribute and collect contracts and timesheets and arrange their air and hotel arrangements. Oversee headquarter hotel temporary staff
    • Produce final resume specification document via Salesforce and distribute
    • Partner with Associate Director and corporate department to assign signage for sponsorship opportunities
    • Primary liaison between the ATS and Hotel for the International Conference year round
    • Attend up to 3 site visits (Summer, Fall and Winter) and lead planning meetings at HQ hotel


    Under the supervision of the Associate Director, manage the President’s Reception, President’s Elect Reception, Childcare, ATS/ERS Staff Retreat and ATS IC Freeman Signs

    • Conduct site selection, negotiate contract and manage and hire a location manager to manage the logistics
    • Develop a comprehensive RFP and obtain competitive bids from local vendors for DMC Company - meet with key venue contacts to discuss logistics and location manager, research possible venues for President’s Reception.
    • For Childcare, together with the selected Childcare provider, produce a website for Childcare registration and confirm floor plans before location is confirmed 6 months in advance of the International Conference
    • For ATS/ERS staff retreat, select location, confirm logistics within one of the HQ hotels
    • For the ATS IC Freeman Signs, Coordinate all sign request from staff through the Freeman Passbook site


    Resume Data Management:

    • Partner with the Associate Director and Senior Manager to maintain, update and manage all aspects of the Sales forces database as it relates to the Resume and annual conference

     Post Conference Reconciliation and Vendor Management for HQ 1 Hotel

    ATS Board of Directors Meetings, Leadership Summit and all ATS Committee Meetings:

    • Implementation of all logistical aspects for non-International Conference events and meetings


    The successful candidate will possess the following qualifications:

    • Bachelor’s Degree (in related field preferred)
    • 5 years meeting planning experience with a minimum of 2 years “city-wide” management
    • Ability to manage several projects at once and work well under pressure
    • Familiarity with contracts; negotiation experience required
    • Must be able to manage meetings and events independently
    • Strong written and oral communication and organizational skills
    • Microsoft Excel knowledge and management
    • Willingness to travel to 3 quarterly site meetings (~3 days each), Board of Directors, Committee Meetings and ATS Leadership Summit (~10-15 days) and the International Conference (~10 days)



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