The Meetings & Events Manager is responsible for planning and managing a portfolio of meetings and events that support API's strategic priorities, with a primary focus on executive-level programs. Partners with internal stakeholders clarify objectives, guide planning decisions, and deliver high-quality event experiences through proactive project management, sound financial stewardship, and strong execution. Serves as a trusted advisor and steward of the API brand, applying meeting and event expertise to help shape programs that advance organizational priorities and reinforce API's role as a leading industry convener.
Duties/Responsibilities- Lead the planning and execution of a portfolio of meetings, conferences, and executive-level events that align with API's mission, strategic priorities, and organizational objectives.
- Partner with internal stakeholders to clarify objectives, align expectations, anticipate risks, and identify solutions early to support smooth execution and strong outcomes.
- Bring a proactive, strategic mindset to each stage of planning by offering informed recommendations, practical solutions, and clear decision support.
- Develop and maintain event workback schedules, project plans, and planning timelines to keep programs on track.
- Evaluate venues and destinations, conduct site research, and recommend meeting locations based on event objectives, attendee experience, and budget considerations.
- Negotiate hotel and vendor contracts while demonstrating sound financial stewardship and responsible management of organizational resources.
- Manage all aspects of event logistics, including:
- Venue selection and room setup
- Food and beverage planning
- Audio visual, technical, and production requirements
- Registration and event technology platforms
- Transportation and onsite staffing
- Contract administration and vendor management
- Lead onsite event execution with professionalism, accountability, and attention to detail; serve as the primary point of ownership to ensure a seamless attendee experience.
- Develop and manage event websites and registration pages for assigned events, partnering with the Event Marketing Manager on attendee communications and with Senior Meeting Specialists on complex registration builds, event apps, and exhibitor processes.
- Coordinate with Event Marketing, Creative Services, and internal departments on promotional materials, attendee communications, and cross-promotional opportunities.
- Manage sponsor and exhibitor logistics, serving as the primary point of contact for assigned events.
- Develop, monitor, forecast, and reconcile event budgets; track revenue and expenses; process invoices; and identify opportunities to maximize value while maintaining fiscal responsibility.
- Analyze attendee feedback and event metrics to identify improvements, maintain accurate planning documentation, and share knowledge across the Meetings & Events team.
- Support departmental initiatives and contribute to process improvements, standardization efforts, and special projects as assigned.
- Support a collaborative, high-performing team environment by sharing knowledge and contributing to departmental priorities and special projects as assigned.
Key Relationships- Reports to the Senior Director, Meetings & Events.
- Partners with executive leadership, API departments, committees, and member companies to understand event objectives and provide strategic meeting and event planning support.
- Collaborates with Senior Meeting Specialists, the Event Marketing Manager, Finance, IT, Legal, Facilities, and external vendors to support seamless planning and execution.
- Works with the Senior Director, Meetings & Events to advance departmental priorities, operational excellence, and financial stewardship.
Qualifications- The job requires 5-7 years of experience in a similar role and subject matter expertise.
- 5+ years of progressive meeting and event planning experience, including managing multiple concurrent projects and advising stakeholders preferred
- Bachelor's degree in Hospitality Management, Event Management, Business Administration, Communications, or a related field, or an equivalent combination of education and experience.
- Proficient with Microsoft Office applications, including Outlook, Word, Excel, PowerPoint, Teams, and SharePoint, with the ability to quickly learn new technology platforms.
- Prior experience working with Cvent or comparable event management and registration software required.
- Prior experience working with Sessionboard or similar session management software preferred
- Excellent written, verbal, negotiation, problem-solving, and analytical skills.
- Exceptional organizational and project management skills, with the ability to prioritize competing deadlines and thrive in a fast-paced environment.
- Demonstrated financial acumen, including budget management and stewardship of organizational resources.
- Strong customer service orientation with the ability to build trusted relationships across all levels of the organization.
- Association experience preferred.
- Strong collaboration skills and the ability to work effectively across teams.
- Demonstrated ability to think strategically, anticipate needs, and provide thoughtful recommendations that support organizational goals.
- Proficient in facilitating meetings and webinars using Microsoft Teams and Zoom.
- Ability to travel as required.
Physical Requirements- Able to remain in a stationary position working on a computer
- Move about the office to access office machinery, meeting rooms, etc. on occasion
- Operate a computer and other office machinery such as printers and copy machines
- Transport items and equipment up to 25 lbs. on occasion
Travel RequirementsThis job outline describes the typical accountabilities and requirements of the position and should not be construed as an all-encompassing description of every duty performed by or expected of the incumbent.
