Established in 1977, the Society for Maternal-Fetal Medicine (SMFM) is a non-profit, membership organization based in Washington, DC. With more than 5,000 physicians, scientists and women's health professionals around the world, the Society supports the clinical practice of maternal-fetal medicine by providing education, promoting research, and engaging in advocacy to optimize the health of high-risk pregnant women and their babies.
Position Summary:
The Senior Manager, Meetings and Exhibits for the Society for Maternal-Fetal Medicine manages all aspects of planning and implementation of SMFM’s in-person meetings and supports the development and fulfillment of exhibit and sponsorship opportunities. In this role, the Senior Manager, Meetings and Exhibits is a key member of the membership and meetings department and promotes the educational agenda and corporate relationships of the Society. This role will also be instrumental in the development and execution of the Society’s evolving hybrid meeting strategy.
Responsibilities:
SMFM Annual Pregnancy Meeting
In conjunction with the relevant members of the Program Committee, coordinates development of postgraduate courses and scientific forums, communicating with course directors regarding policies and deadlines.
Manages faculty, including timelines, AV needs, travel reimbursements, and other activities as needed.
Coordinates and implements all aspects of the Pregnancy Meeting’s sponsorship and exhibition process, including, but not limited to creating exhibit prospectus, managing booth application process, coordinating with expo service vendor on exhibitor service manuals, and onsite management of the exhibit floor.
Maintains exhibitor database and online application system.
Researches and targets potential prospect companies to exhibit at SMFM.
Reviews exhibit applications.
Responds to exhibitors regarding policy and logistical information.
Manages fulfillment of sponsor deliverables.
Develops exhibit evaluation tools post-show.
Manages the production of print collateral and other materials (signage, printed programs, promotional items, etc.) Approves print quantities and assists with overall print quality review.
Standalone Courses
Collaborates with volunteer committees and staff to structure and implement all event logistics, developing function sheets, show flows, and meeting materials.
Develops and implements sponsorship and exhibit strategies in collaboration with the Chief Relationship Officer.
Manages faculty, including timelines, AV needs, travel reimbursements, and other activities as needed.
Implements yearly meeting schedules; establishes and monitors meeting timelines for staff and vendors.
Manages the registration process and act as backup to meeting registrar.
Provides draft copy of marketing materials to the communications staff to develop and execute the marketing plan.
Tracks attendance, registration, and attendee satisfaction.
Manages the production of print collateral and other materials.
Reconciles and financially codes hotel bills, as well as volunteer expenses.
Routinely reviews, monitors, and tracks actuals for meeting budgets.
Other Event Responsibilities
Secures and coordinates CME sponsorship and ensures compliance with ACCME related requirements/CEU credits.
Stays current on industry trends and technology to produce innovative and budget-conscious meetings.
Researches and assists SMFM staff in venue selection and manages preplanning visit scheduling.
Manages shipping and receiving for all meetings.
Other duties as assigned.
Knowledge, Skills and Abilities:
High level of attention to detail and excellent written and oral communication skills.
Experience with Microsoft Office suite and event management systems required (CadmiumCD experience a plus).
Strong project and time management skills.
Analytical and problem-solving skills, including ability to develop and execute contingency plans for in-person events.
Strong interpersonal and communication skills and the ability to work effectively with a wide range of constituencies in a diversified office and volunteer leadership.
Ability to work independently and meet deadlines and drive the successful execution of events involving a number of vendors, volunteer members, and staff.
Strong team player; conducts and maintains collegial relationship with staff, members and vendors; has positive, "can-do" attitude and is flexible.
High levels of intellectual curiosity, adaptability and emotional intelligence.
Ability to travel and work flexible hours, including evenings and weekends; position requires travel - estimated 15%.
Qualifications:
Bachelor’s degree required.
Minimum 6 years meeting planning experience, including virtual meetings, budgeting, and hotel contracting.
Certified Meeting Planner (CMP) required.
Supervision Given:
Supervision of vendor/consulting outsourced management services
Staff Core Competencies:
All staff members are expected to demonstrate excellence in the following:
Respect for differences—whether racial, ethnic class, sexual orientation, gender or class.
Effective, respectful and timely communications with supervisors, co-workers, vendors and others.
Effective teamwork and collegiality to ensure the timely, strategic and successful completion of work.
Listening actively, seeking and accepting feedback, and recognizing the importance of stretching one-self, learning and growing.
Being an analytic, thoughtful and strategic thinker and actor; considering the mission, objectives, work plans and goals of SMFM’s work and demonstrating an understanding of the impact of their decisions and behavior on the organization.
Seeking out advice, counsel and permission appropriately; but not being afraid to act when it is required to be effective.