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Position Summary
Momentum Association Management is seeking a Meeting Manager to lead the planning and execution of conferences, annual meetings, educational programs, board meetings, and other events for our association clients.
You’ll own assigned meetings from early planning through onsite execution and post-event closeout. You’ll manage timelines, budgets, venues, vendors, registration, speakers, and the many details that shape the attendee experience. You’ll work closely with each client’s Executive Director, volunteer leaders, and Momentum colleagues to deliver meetings that support the association’s goals.
Our clients serve different professions and communities, and their meetings vary in size and format. This role suits someone who can learn each organization’s priorities, lead several projects at once, and stay composed when plans change.
Key Responsibilities
Meeting Planning and Execution
Serve as the operational lead for assigned in-person, virtual, and hybrid meetings.
Develop and maintain project plans, production schedules, budgets, and meeting specifications.
Source venues and vendors, evaluate proposals, and negotiate and manage contracts.
Coordinate hotels, room blocks, food and beverage, audiovisual services, meeting technology, and transportation as needed.
Develop function schedules, room assignments, session logistics, and onsite staffing plans.
Lead onsite preparations and operations, resolving issues promptly and keeping client leaders informed.
Programs and Attendee Experience
Work with client leaders and volunteer committees to turn program plans into a well-organized event.
Coordinate speaker communications, deadlines, presentation materials, and session details.
Build and manage registration, including attendee categories, pricing, confirmations, changes, refunds, and onsite check-in.
Ensure attendees, speakers, volunteers, sponsors, and exhibitors receive clear information and responsive support.
Coordinate abstract programs and continuing education logistics when applicable to an assigned meeting, working with the appropriate client leaders and specialists.
Financial and Vendor Management
Develop and monitor meeting budgets, registration trends, vendor expenses, and revenue projections.
Review invoices, track contractual commitments, and reconcile meeting expenses and revenue.
Coordinate exhibit and sponsorship logistics and fulfillment with the colleagues responsible for those relationships.
Prepare post-meeting financial summaries and recommendations for future events.
Client and Team Partnership
Partner with the Executive Director assigned to each client to understand meeting goals, priorities, and decision-making processes.
Give client leaders clear updates on progress, budgets, upcoming decisions, and risks.
Coordinate the work of Momentum colleagues and external vendors to keep responsibilities and deadlines clear.
Lead post-meeting debriefs and maintain event records, templates, and lessons learned.
Required Qualifications
At least five years of professional meeting or conference management experience, including independent responsibility for complex events.
Strong project management skills and the ability to manage multiple meetings with competing deadlines.
Excellent written and verbal communication with clients, volunteer leaders, speakers, vendors, and colleagues.
Sound judgment and the ability to solve problems calmly during live events.
Comfort learning event technology and working with a remote team.
Ability to travel for assigned meetings and site visits, including occasional evenings and weekends during events.
Preferred Qualifications
Experience with association or nonprofit conferences and volunteer-led committees.
Experience planning medical, healthcare, scientific, or other content-heavy meetings.
Familiarity with abstract submission and review processes, continuing education, or accreditation workflows.
Experience with Cvent or comparable registration and event platforms.
CMP or another relevant meeting credential.
Success in the First Year
First 90 days: Learn your assigned clients, their meeting histories, contracts, and goals. Build working relationships with volunteer leaders and Momentum teammates. Take ownership of active timelines, budgets, and vendor communications.
Months 4–6: Lead assigned meetings with a dependable planning rhythm. Clients and teammates know what is on track, what decisions are needed, and where risks require attention.
Months 7–12: Deliver successful meetings from planning through financial closeout. Use attendee feedback and event results to recommend improvements to future programs and Momentum’s meeting processes.
Compensation and Benefits
Compensation: $75,000–$85,000 annually, depending on experience.
Health, dental, and vision. Two BCBS medical plan options—a traditional plan and a high-deductible option—with a $500 monthly employer contribution toward the plan you choose. Dental and vision coverage are 100% employer-paid, including family coverage.
Life and disability. $100,000 in basic life insurance and long-term disability coverage, both fully paid by Momentum.
Retirement. A 401(k) with a safe harbor company match: 100% of the first 3% you contribute and 50% of the next 2%, up to 4% of your salary. Company contributions are vested immediately.
Health savings and spending accounts. An HSA with an annual company contribution for employees on the high-deductible plan, plus limited-purpose FSA and dependent care FSA options.
Additional coverage. Voluntary supplemental coverage is available at group rates through payroll deduction, including accident, critical illness, hospital indemnity, additional life, legal services, pet insurance, and identity theft protection.
Time off and flexibility. PTO, holidays, remote work, and Half Day Fridays all year long.
Why Momentum
Momentum launched in 2025 and is growing. Our clients advance work in mental health counseling, nonprofit research, employee ownership, specialized medical practice, and other fields. You’ll plan meetings with different audiences and purposes while building lasting relationships with the people behind them.
We invest in shared tools and processes that make planning more effective. You’ll work directly with client leaders and Momentum colleagues, with room to use your judgment and improve how we deliver meetings.
Momentum Association Management is an equal opportunity employer.
Salary: $70,000 – $85,000 / year Originally posted on Himalayas