The Sr. Director, Annual Meeting for the Society oversees strategy and planning of the Annual Meeting and special events for the Society. This includes leadership and oversight of the overall timeline and planning, programming and coordinating with staff, volunteer committees, event marketing, budget, hotel and contractor negotiations. Ensures a seamless and error-free abstract submission process. Sets, monitors and controls event budgets and negotiates all necessary contracts. Oversees meeting logistics. Relies on extensive experience and judgment to plan and accomplish goals. A wide degree of creativity and latitude are required. Provides leadership and direction to the Assistant Director, Annual Meeting.
- Create and oversee the implementation of functional strategies, objectives and key performance indicators (KPIs) for SMFM’s Annual Meeting portfolio, reporting out as often as needed.
- Develop and manage the Annual Meeting profit and loss to meet or exceed annual operating budget for both revenue and expense.
- Oversee the strategy and planning of the meeting, by working closely with and under the leadership of the Program Committee which consists of five members (Program Chair, Poster Chair, Postgraduate Chair, Scientific Forum Chair, and Local Arrangements Chair) in developing and implementing the Society’s meeting program.
- Work collaboratively with SMFM and third-party partners to create dynamic event experiences that attract and delight traditional attendees and new participants.
- Work collaboratively with communications, exhibits sales, and membership to deliver seamlessly integrated member experiences.
- Serve as project leader collaborating with communications, membership, and education to develop and implement event growth and retention strategies for the Annual Meeting.
- Participate in and provide guidance to vendors around site selection activities (i.e. appropriate venues, lodging and entertainment) for events and meetings based on SMFM’s strategic objectives.
- Manage all aspects of the online abstract submission, selection and presentation process (communication with abstract submitters, general and senior reviewers, oral and poster presenters; committee; vendor setup and management; timeline and schedule planning; troubleshooting, etc.).
- Function as main liaison with SMFM’s journal publisher on all aspects related to the abstract book (negotiate contract in collaboration with CEO; ensure timely transmittal of electronic files; produce draft for committee review, etc.).
- Develop and manage meeting schedule and calendar, and communicate milestones and deadlines to SMFM staff, committee members and third-party vendors as necessary.
- Develop weekly (April – Jan.), monthly, and annual program performance and progress reports, including progress on achieving meeting strategic and financial goals directly to the CLO and CEO on a regular basis.
- Recommend and execute a comprehensive risk mitigation emergency and safety plan for all SMFM meetings and events.
- Collaborate closely with the Manager, Onsite Education and Exhibits Support to integrate all aspects of Post-graduate Courses into the Annual Meeting planning.
- Ensure Annual Meeting manual is followed and up-to-date.
- Schedule and staff the Program Committee conference calls and in-person meetings.
- Work with Program Chair to develop plenary session speaker roster. Serve as point of contact to communicate with speakers regarding abstracts, audio visual requirements, schedules, etc.
- Support leadership on meeting presentation slides and scripts.
- Provide on-site administrative and customer service support at various SMFM meetings and events as needed.
- Manage meeting insurance requirements and certificate.
- Develop, manage, and coach the Assistant Director, Annual Meeting (direct report); support their work, provide quality assurance to all mass outbound communications, and manage workload as meeting approaches.
- Collate/write/review meeting content for preliminary meeting program and final meeting program, meeting deadlines as set in collaboration with Sr Director, Communications.
- Develop and oversee an efficient, streamlined and standardized registration method/process.
Experience, education, and other requirements
Bachelor’s degree in area of specialty required, master’s degree in business or organizational behavior preferred. At least 7 years of experience in the field of scientific meeting management with extensive experience with abstract management systems required.
The position requires a self-motivated individual who possesses excellent organizational skills, a high-level of enthusiasm and initiative, diplomatic skills, and exceptional communication and writing abilities. Ability to travel.
Excellent communicator. Articulate and persuasive, with exceptional verbal and written skills, to obtain the information needed and convey the right information in a direct and pleasant manner.
Analytical. Ability and experience to bring about change. Identify and frame problems and set priorities, make critical assessments. Proven project management skills.
Detail oriented. Exceptional attention to detail. Consistently performs error-free work, checks and proofs work prior to publishing; outstanding grammar and written language skills.
Collaborative. Ability to work cooperatively at all levels, internally and externally. Ability to work hard and excel in a cohesive team environment, including volunteers with demanding schedules, where everyone works hard and relies on each other to pull it all together.
Cool under pressure. Ability to work best work when the pressure is highest.
Service-oriented. Ability to skillfully manage the smallest of details and exceed expectations by applying unrelentingly high standards. Constant pursuit of excellence and ability to quickly adjust to meet the needs of the current circumstances.
Diplomatic. Sensitive to the needs of others while being realistic about what can be accomplished. Known for leadership, poise, tact, and diplomacy.