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The ACC has a wonderful opportunity for an experienced meeting and events planner to join our collaborative and dynamic team! The Conference Center Manager will oversee the high-volume Conference Center operations at the American College of Cardiology (ACC). The Associate will manage all aspects of meetings and events serviced in the Conference Center (i.e., manage meeting room scheduling, negotiate contracts and services, arrange logistics requirements, liaise with clients, manage meeting execution, arrange and coordinate group hotel room blocks, complete budget and invoicing, etc.). The role requires strong customer service skills and a partnership with all stakeholders to ensure successful execution of meetings and events. The associate is highly detail-and results-oriented, organized, and professional with a proven ability to manage multiple events simultaneously.
Major Duties and Responsibilities:
- Manage all aspects of the Heart House Conference Center to ensure successful meetings and events
- Manage Conference Center meeting calendar by checking the reservation system for conflicts and assigning appropriate space
- Serve as the subject matter expert for internal and external clients, providing guidance and education throughout the meeting and events planning process
- Plan and execute 50+ full-service meetings, events, and educational courses annually
- Serves as a liaison for the client between the AV and Facilities to ensure that all the client’s needs are met and communicated in a timely and accurate manner
- Generate weekly meeting room reports detailing logistical specifications per clients’ requirements and maximizing the most efficient use of ACC’s Conference Center space as it relates to room turns and space matching
- Intake requests for use of the Conference Center and conduct site visits
- Prepare Conference Center meeting space contracts
- Negotiate hotel group room block contracts and manage group rooming list reservations
- Advise ACC staff on hotel compression or other areas of impact to their future meeting dates
- Ensure proper handling of VIP guests at hotels
- Manage catering needs for the Conference Center clients. Obtains proposals and negotiates with caterers to meet budget constraints. Advises clients on menu selection and provides creative direction. Reviews all invoices to ensure accuracy.
- Secure dining at local restaurants for offsite dinners, including coordination of the menu, billing, and setup
- Maintain a running list of private dining locations near Heart House, negotiate dining contracts and F&B minimums, and seeks feedback from the client after the meal to aide in future dining placements
- Schedule and conduct pre-conference meetings with the client and operations departments (e.g., AV, Facilities) to confirm all final event details
- Evaluate and addresses Conference Center issues and implement process improvements
- Arrange and manage onsite registration processes when needed (e.g., online registration site creation, reporting, and badge printing)
- Lead weekly Conference Center setup meetings with AV and Facilities teams to review the upcoming events and identify areas of discrepancy and bring to resolution and alignment
- Implement quality control processes within the Conference Center, ensuring room sets are aligned to specification, public space is clean and well maintained and ACC’s standards of high customer service are met
- Assist in the room set up, breakdown and reset of conference rooms when needed
- Provide on-site logistical support for meetings and events
- Ensure a positive, effective workflow for all projects, and proactively provide appropriate suggestions for improvements of the workflow processes
- Provide invoicing for services rendered
- Review invoices for Conference Center events and meetings, checking for accuracy and processing for payment in alignment with ACC policies
- Track revenues and expenses generated from external Conference Center clients
- Proactively seek availability for future repeat meetings in the Conference Center and works to secure the lowest possible hotel room rates in advance
Required Qualifications:
The ideal candidate is results-oriented, organized, and professional with a proven ability to manage a multitude of event-related projects and is a fast learner. Specifically, the candidate will have:
- Bachelor’s degree
- 4+ years of experience in meeting coordination and logistics management
- At least 2+ years of experience working in a team environment with internal and external constituencies
- Experience planning the logistical aspects of meetings (e.g., securing meeting space, room sets, catering, managing room blocks)
- Strong customer service skills with proven demonstrated abilities to interact in a professional and pleasant manner with internal and external clients of all levels
- Excellent organizational skills, highly detail oriented and dedicated to accuracy
- Strong time management skills
- Proven abilities to carry out responsibilities independently
- Strong oral and written communication skills necessary to interface with relevant stakeholders
- Demonstrated ability to work in a fast-paced environment managing multiple meetings and events and the associated tasks simultaneously, to set priorities under established deadlines and short-term turnarounds
- Ability to prioritize under tight timelines to solve problems while maintaining composure and a positive attitude with meeting and events stakeholders
- Flexible and able to work well in a collaborative environment, managing the requirements of multiple departments’ events and meetings simultaneously
- Ability to troubleshoot and correct problems while under pressure, maintaining a calm and positive attitude with meeting and event stakeholders
- Ability to be onsite in support of job responsibilities (anticipated at approximately 60% of time annually) including work during the early morning, evenings and weekends; the majority of onsite work will be at Heart House in the Conference Center
- Proficiency with Microsoft Suite of Products (Teams, SharePoint, Word, Excel, and Outlook) and Adobe Professional
Desired Qualifications:
- Certified Meeting Planner (CMP) Certificate
- Experience working in hotel, Conference Center, or venue events coordination
- Experience with contract negotiations and implementation of contract agreements
- Experience using Cvent’s Social Tables, or similar room diagram software
- Experience using Cvent’s OnArrival badge printing system, or similar system
About Us:
At the American College of Cardiology, we bring our hearts to work.
We are a 500-person organization dedicated and committed to our mission to transform cardiovascular care and improve heart health for the past 70 years. When you join our team, you become part of a passionate culture that envisions a world where innovation and knowledge optimize cardiovascular care and outcomes.
Every day, we are committed to supporting our more than 56,000 members and their patients around the globe and in doing so, ensure our staff have a positive environment of teamwork, collaboration, professionalism and excellence. To learn more about why ACC has been recognized as one of Modern Healthcare’s Best Places to Work in Healthcare please visit our site at:.
What We Offer:
ACC values all members of our College family, including ACC staff. As the foundation of the organization, ACC staff enjoy world-class benefits and a culture of work-life balance. Our benefit offerings include insurance (medical, dental, vision, basic life, and short- and long-term disability, and supplemental options), generous paid time off (pre-loaded vacation and sick, 12 holidays and an organizational shut-down during the last week of the year, parental leave, 2 community service days, and half-day summer Fridays), tuition assistance and a very competitive 10% retirement contribution after a year of service, and much more! You can visit our careers site for an overview of our full offerings: . Please note that these offerings may change at any time.
COVID Considerations:
As an employer in the public health space, and an organization that serves members who are essential medical personnel, ACC requires all staff to be fully vaccinated against COVID-19 upon hire. Proof of vaccination will be required. Individuals can request an exemption from this requirement due to a medical condition or sincerely held religious belief, and those requests for reasonable accommodations will be evaluated individually.
ACC is proud to be an equal opportunity and affirmative action employer. We celebrate diversity and are committed to creating an inclusive environment for all candidates and employees. All employment is decided on the basis of qualifications, merit and business need. Equal Opportunity Employer, including individuals with disabilities and veterans.
ACC is committed to providing reasonable accommodations for qualified individuals with disabilities and disabled veterans in our job application procedures. If you need assistance or an accommodation due to a disability, you may contact Crystal Nott, Sr. Director, People Resources & Engagement at[email protected]or (202)375-6423.
ACC is proud to be an equal opportunity and affirmative action employer. We celebrate diversity and are committed to creating an inclusive environment for all candidates and employees. All employment is decided on the basis of qualifications, merit and business need. EOE/AA including Vets and Disabled.
ACC is committed to providing reasonable accommodations for qualified individuals with disabilities and disabled veterans in our job application procedures. If you need assistance or an accommodation due to a disability, you may contact Crystal Nott, Director, Talent Management at [email protected] or (202)375-6423.
