RESUME AND COVER LETTER REQUIRED TO BE CONSIDERED FOR THIS POSITION
Deadline to apply is November 19, 2026 Salary: $75,000-$87,000 annually. Salary is dependent on experience and qualifications.
SUMMARY The Meeting Manager assumes full responsibility for the planning, management, production, and execution of face to face events (ranging in size of 10-800 people) or online events, including the Online Annual Conference. Responsibilities generally include complex project management, detailed planning, contingency planning, troubleshooting, executing and evaluating association conferences from inception to completion. This position develops and manages all related budgets associated with the meeting planning process and leads the ops teams. The Meeting Manager works with other staff, member volunteers, program committees and presenters; liaises with hotel suppliers, related vendors, and builds a positive and professional image for all EDUCAUSE events. In addition, this position plays a critical role navigating the complexities of online conferences. This includes managing digital integrations, fostering engagement within virtual communities, and delivering value to members through seamless online experiences. This position is instrumental in enhancing member engagement and facilitating impactful learning experiences. In this role, the Meeting Manager must be a creative problem-solver, an excellent communicator with exceptional project management abilities, confident in decision-making, and able to remain composed under pressure.
ESSENTIAL DUTIES AND RESPONSIBILITIES
Project Management and Event Architecture
- Works with the event stakeholders to ensure the event strategy will meet event objectives and align with organizational objectives, when applicable.
- Designs and builds the event components in conjunction with stakeholders and vendors, but has the acumen to know when decisions can be made unilaterally.
- Responsible for the full scope of event project management, creating a detailed timeline, and adhering to strict deadlines to ensure successful execution of event logistics.
- Oversees and manages all aspects of meeting logistics, including but not limited to registration, food and beverage, audio/visual, exhibits/corporate displays, floorplans, website/marketing review, internet requirements and connectivity, security, rigging, electrical, and on-site operations. Develop detailed logistical meeting specifications and effectively communicate those plans to all vendors and facilities to ensure a successful conference or event.
- Updates meeting information in EDUCAUSE database (netFORUM) ensuring information is accurate.
- Oversees the entire event on-site or online and serves as liaison for the association and participants during the event to address and resolve concerns or issues.
- Advise on external online learning trends and effective practices that support continuous improvement, event attendance growth, participant engagement, participant satisfaction, and cost effectiveness.
- Analyze post-event data, including attendee and exhibitor feedback, satisfaction and net promoter scores, and other metrics or indicators to identify trends and insights to provide actionable recommendations for improving the planning, execution, and outcomes of future events.
- Working with the Sr. Director of Conferences and the Sr. Meeting Manager, manages assigned functions for the in-person Annual Conference, in addition to the Online Annual Conference.
Conference OpsTeam Management
- Leads and manages conference ops team composed of internal stakeholders and those responsible for a segment or function of the planning and execution of the event.
- Facilitates regular scheduled monthly or bi-weekly meetings
- Develops timelines and establishes metrics to ensure deadlines are met for all event tasks.
- Consults with team members to troubleshoot challenges; recommends, provides, and implements logistical solutions
Request for Proposals (RFPs)
- Creates, formalizes, and submits RFPs to include preferences of conference stakeholders as well as historical outcomes of previous or similar events
- Compile, assess, and prioritize the facility and vendor recommendations resulting from the RFP.
- Draft and present proposals of facility and vendor recommendations to event stakeholders and in collaboration with the Sr. Director of CE.
- Analyzes information and preferences to determine favorable locale, facility, and vendor selection.
Vendor Relationship and Service Negotiation
- Establish and communicate expectations with vendors regarding hotel accommodations, audio visual needs, food and beverage, security, decorating, and special requests.
- Negotiate and/or look for cost-saving measures with vendor quotes.
Financial Management: Budgeting, Forecasting, and Invoices
- Develop, propose, and manage the event budget with stakeholders, ensuring revenue, expenditures, profitability and additional financial targets contribute to the financial fitness of the event, and prioritize the allocation of resources.
- Maintains awareness of budgetary limitations as well as the impact on revenues relative to adjustments to expenses during negotiations.
- Oversees the expense management to ensure revenue goals are met or exceeded.
- Manages the process for re-forecasting the budget for the Online Annual Conference by tracking actual revenue and expenses that will affect the budget.
- Carefully review detailed invoices for accuracy, ensuring they are correctly coded and processed in alignment with the budgeted natural accounts.
Association Service and Support
- Participate in EDUCAUSE events and activities as needed. Travel may be required to support EDUCAUSE conferences/events, site visits, and external events relevant to the position.
- Act as a departmental liaison with employees, members, volunteers, volunteer groups, and clients.
- Supports members in a manner that facilitates their growth, engagement, and enhances their EDUCAUSE experience.
- As a frontline user of EDUCAUSE systems and data services, complies with data quality standards; adheres to data governance policies, procedures, and processes for ensuring data integrity. May act as the application or data collection lead for the department.
- Assists EDUCAUSE with support or production of other activities or events (such as Board Meetings, Home Week, PL events, etc.).
- Represent EDUCAUSE in a professional manner at all times; engage with co-workers in a civil, caring, respectful way; and advance the mission and vision of EDUCAUSE
- Duties, responsibilities and activities may change or new ones may be assigned at any time with or without notice.
SUPERVISORY RESPONSIBILITIES
- This role has no supervisory responsibilities.
QUALIFICATIONS
Education and Experience
- Required Bachelor’s degree. Training in related fields such as Hospitality Management, or Hotel Management is preferred.
- Requires a minimum of eight years’ experience in meeting planning; hotel or convention center environments.
- A Certified Meeting Professional (CMP) certification is preferred.
Knowledge, Skills, and Abilities
- Event industry knowledge
- Online Conference knowledge
- Requires excellent oral and written communication skills
- Requires high attention to detail with exceptional organizational skills
- Knowledgeable and proficient in budget development and management
- The ability to manage multiple projects with good team facilitation skills
- Knowledgeable in basic accounting
- The ability to prioritize tasks
- Requires sound judgment, and good intuition
- The ability to be a self- starter and motivated
- Requires good interpersonal skills.
- Skills and proficiency in Microsoft Office Suite
- Must be available to travel
- Must be able to work outside of normal office hours, including evenings and weekends, as needed
Competencies
- Leadership - Exhibits confidence in self and others; Inspires and motivates others to perform well; Effectively influences actions and opinions of others; Accepts feedback from others; Gives appropriate recognition to others.
- Managing People - Includes staff in planning, decision-making, facilitating and process improvement; Takes responsibility for subordinates' activities; Makes self-available to staff; Provides regular performance feedback; Develops subordinates' skills and encourages growth; Solicits and applies customer feedback (internal and external); Fosters quality focus in others; Improves processes, products and services.; Continually works to improve supervisory skills.
- Delegation - Delegates work assignments; Matches the responsibility to the person; Gives authority to work independently; Sets expectations and monitors delegated activities; Provides recognition for results.
- Motivation - Sets and achieves challenging goals; Demonstrates persistence and overcomes obstacles; Measures self against standard of excellence; Takes calculated risks to accomplish goals.
- Project Management - Develops project plans; Coordinates projects; Communicates changes and progress; Completes projects on time and budget; Manages project team activities.
PHYSICAL DEMANDS AND WORK ENVIRONMENT
- Prolonged periods of sitting at a desk and working on a computer.
- Physical demands of travel such as sitting for long periods, handling luggage, time zone changes, and adjusting to new environments.
Remote Work Requirements
- Scheduled working hours either in the employees time zone or EDUCAUSE core working hours or core working hours to be determined with the supervisor.
- Be available and responsive during scheduled work hours.
- Any time off or change in working hours must be pre-arranged according to department guidelines and consistent with the rules applicable to employment (e.g., vacation, sick, personal, leave of absence).
TRAVEL REQUIREMENTS
TOTAL COMPENSATION
EDUCAUSE not only offers meaningful work and dedicated colleagues; we also have a robust benefit package that includes:
- Medical, Dental, and Vision
- 2-for-1 employer match to your 403(b) retirement plan; up to 10% of your base salary
- Employer-paid Life and AD&D, Short‐Term Disability, and Long‐Term Disability
- 15 days of vacation and 6 days of personal time annually
- 9 paid holidays
- One week of paid time off when offices are closed between Christmas and New Year’s Day
- 36-hour work week (without any reduction in pay) amounting to 26 additional days of paid time off each year
- Employee Assistance Program (EAP)
- Emergency Travel Assistance
- Professional development assistance
- Monthly connectivity reimbursement
EEO Statement EDUCAUSE is committed to an equal opportunity workplace and is proud to be an equal opportunity employer. EDUCAUSE provides equal employment opportunities to all employees and applicants for employment and prohibits discrimination and harassment of any type without regard to race, color, religion, age, sex, national origin, disability status, genetics, protected veteran status, sexual orientation, or any other characteristic protected by federal, state, or local laws. EDUCAUSE recognizes that the unique backgrounds, talents, skills, and contributions of every individual improve and enhance the quality of the association. Creating an environment of equal opportunity is an EDUCAUSE organizational goal, which includes, but is not limited to:
- Treating everyone with dignity, respect, and fairness
- Creating a welcoming, supportive, and knowledgeable community that thrives on diverse voices and perspectives
- Providing insights and input as a work contributor
- Listening to and acknowledging others' contributions
- Contributing to an open and welcoming environment across demographic categories and physical locations
- Meeting others at their point of need to advance organizational achievement
- For supervisors, ensuring everyone's input is heard and considered