Meetings and Events Manager

Description

Founded in 1929, The American Board of Orthodontics is the national certifying board for Orthodontics and Dentofacial Orthopedics. The ABO sets the standard for the highest level of patient care and promotes excellence in orthodontics for all certified orthodontists. As a specialty board, we serve to protect the orthodontic specialty and encourage orthodontists to achieve certification, demonstrating their commitment to lifelong learning. 

The ABO is dedicated to inclusion, diversity, equity, and advocacy. We welcome employees from diverse backgrounds and experiences, which creates a unique and inclusive culture. Our inclusive environment allows for creative and analytical thinkers to drive our growth.

Summary and Essential Job Functions

The American Board of Orthodontics (ABO) is seeking a Meetings and Events Manager to join our team. This key role is responsible for planning, organizing, and executing all ABO-related meetings and events. The position also involves coordinating communication strategies for each event and managing the annual ABO Director Rotation Process and Awards Process.

Meetings and Events

The Annual meetings and events include but are not limited to the following:

Annual Session (April/May)

Held in conjunction with the AAO Annual Session Meeting - Board Meeting, Group Outing / Dinner, Spouse Outing, Training Sessions, Exhibit Hall Booth, Appreciation Breakfast, President’s Dinner, Awards Night, etc.

Exam Development Meetings (June)

Held at the ABO Office in St. Louis, Missouri.

Strategic Business Meeting (August/September)

Held at a board chosen location - Board Meetings, Group Outing(s), Group Dinners, Spouse Outing, etc.

Educators Symposium (Every other year)

Held in St. Louis at a hotel – Conference, Cocktail Reception and Dinner.

Other Attended Meetings

ASAE, CDABO, Dental Specialties, GORP, WFO, etc.

Meetings and Events Management

·      Creates an atmosphere in all meeting/event management operations areas that meets or exceeds guest expectations.

·      Develops working relationships with outside vendors and negotiates pricing and service agreements to enhance the event experience.

·      Acts as direct liaison for all 3rd party vendors, internal and external stakeholders to ensure success throughout the meetings/events. 

·      Researches meeting options/locations and presents comprehensive details for consideration. Plans and attends site visits for chosen meetings/events.

·      Manages all aspects of meetings/events including hotel accommodations, meeting space, audio visual, food and beverage, transportation, etc.

·      Manage finer details including menu selection, shipping logistics, board schedules, custodial services, signage, seating arrangements, decorations/flowers, group activities, etc.

·      Oversee, manage, and execute hands-on programs, including working with volunteers and speakers, equipment requirements, managing inventory, etc.

·      Coordinate, execute and manage appropriate communication strategies for each meeting/event including emails, direct mail, formal invitations, RSVP collection, etc.

·      Collaborates and supports the development and management of meeting budgets, contract obligations and financial reconciliation process for all invoices for meetings and events.

·      Ensures vendor Certificates of Insurance are on-file and current.

·      Other duties and added events/meetings as needed.

ABO Director Rotation Process

·      Send congratulatory letter and communicate with chosen Director Nominee to prepare for Annual Session registration and travel.

·      Prepare traditional gifts for Annual Director Change Presentation Process (diamond and emerald lapel pins, necklace, ties, certificates, scroll, first and last picture, etc.)

·      Develops PR communications with copy writer with new Director and New Executive Committee installments to be distributed to the orthodontics community.

·      Update website with new Director and Executive Committee installments.

·      Coordinate communications with the constituency that is next up in the rotation to submit 3-5 Director Nominee CVs, CV Summaries, and Personal Statements.

ABO Awards Process

·      Send congratulatory letters to Award recipients once announcements have been made.

·      Coordinate with current year award recipients to prepare press releases to be sent to the orthodontic community.

·      Coordinate with current year award recipients with specifics about the upcoming year Awards Night, presentations, guest invitations, etc.

·      Prepare award winner biography programs to be handed out at the Awards Night.

·      Orders awards and have name plates engraved for all four ABO Awards once winners have been determined.

·      Update website with new Award Winner information.

·      Coordinate communications with all constituencies to collect next year’s nominee names, CVs and Personal Statements for the Wade and Ketcham Awards.

Knowledge, Skills, & Abilities

·       Excellent organizational skills and attention to detail.

·       Strong project management skills including the ability to coordinate workflow, determine priorities, meet deadlines and effectively balance competing demands.

·       Ability to problem-solve and make on-the-spot decisions.

·       Excellent oral and written communications skills, including knowledge of editing, proofreading and copy writing.

·       Ability to work independently, as well as collaboratively work with all levels in the organization and outside stakeholders.

·       Ability to represent the ABO with utmost professionalism and high level of customer service.

·       Ability to work calmly, professionally and effectively in stressful situations.

·       Advanced skills with Microsoft Office applications, including Word, Excel and PowerPoint.

Education and Work Experience

·       Related Associates or Bachelor’s degree preferred.

·       Minimum of 4-5 years of related experience in meeting/event planning.

Environment and Commitment

The annual salary range for this position is $55,000 to $75,000. The ABO offers health care benefits, dental reimbursement, 401(k) plan with up to 10% company match, PTO and flexible spending accounts. Benefits and incentive compensation may be subject to generally applicable eligibility, waiting period, contribution, and other requirements and conditions.

The ABO offers a hybrid work environment. Offices are located at 401 N. Lindbergh Blvd. St. Louis, MO 63141. This position is 40 hours/week in a mutually agreed upon schedule spread across 4-5 weekdays. This role is permanent, exempt and salary. Must be available to travel 15-20 days per year.