We are seeking a
Meetings Manager to lead the strategic planning, development, and execution of assigned DIA Specialty Meetings serving members and customers across the pharmaceutical, biotechnology, medical device, government, service provider, and academic sectors. This role oversees complex, high-profile meetings and is accountable for delivering programs that meet or exceed budget, quality, and attendee experience goals.
The Meetings Manager collaborates cross-functionally with Science, Marketing, Finance, Exhibits, and external stakeholders to deliver best-in-class educational experiences using both traditional and innovative learning formats. This role may also support the DIA Global Annual Meeting as needed.
Join us in our important mission to drive healthcare innovation and raise the level of health and well-being worldwide! As the
Meetings Manager you will:
Project & Financial Management- Develop and manage detailed project plans for assigned meetings to ensure timely and successful delivery; experience with Asana or similar project management tools is preferred.
- Partner with the Associate Director to develop and manage meeting budgets; monitor financial performance and proactively address or escalate risks, variances, or issues.
- Track registration and exhibit revenue against targets and ensure accurate documentation of all program expenses.
Meeting Planning & Operations- Collaborate with Science colleagues to determine meeting dates, locations, and delivery formats.
- Review executed venue contracts and manage all aspects of event planning and execution.
- Lead pre-conference planning meetings, including specification development, BEO reviews, and diagram/layout proofing.
- Manage venue staff, vendor services, and onsite operations.
- Oversee all event logistics, including participant communications and materials, badge production, audiovisual support, and food and beverage functions.
- Lead onsite meeting execution and post-meeting debriefs and close-out activities.
- Host content previews, Short Courses, and Primer programs using Zoom Webinar, demonstrating proficiency with the platform
Program & Content Management- Oversee Calls for Abstracts, Calls for Topics, and poster submission processes, as applicable.
- Partner with volunteer Program Committees and assigned Science colleagues to develop educational content across all meeting products.
- Lead planning calls, manage agendas, document decisions, and track follow-up actions.
- Coordinate with Marketing to develop promotional messaging and materials.
- Lead interactions with subject matter experts, including volunteers, instructors, speakers, track chairs, and program committee members.
- Manage all aspects of speaker participation, including invitations, disclosures, biographies, photos, presentation collection, and reimbursement processing.
- Collaborate with the Manager, Continuing Education to ensure agendas and presentations meet compliance requirements.
- Maintain knowledge of exhibits and collaborate with the Exhibits Manager on floor plans, sales offerings, and exhibitor logistics.
- Develop and maintain a comprehensive meeting master document to support web content, final programs, and marketing assets.
Additional Responsibilities- Support the DIA Global Annual Meeting, including onsite operations, as needed.
- Contribute to special projects and perform other related duties as assigned.
Employment Type: Full-time exempt, salary range $75,000.00 - $90,000.00. Various factors are taken into account when determining the final pay for a position. These factors include, but are not limited to, relevant work experience, skills, certifications, competencies aligned with the role, educational background, internal equity, and external market analysis.
To join us you should have:
- Bachelor's degree required; Hospitality, Event Management, or related field preferred.
- Minimum of 5 years of professional experience, with at least 3 years of that experience in meeting or event management.
- Certified Meeting Professional (CMP) certification preferred.
- Ability to travel domestically and internationally (Canada and Latin America) approximately 4-7 times per year.
- Proficiency in Spanish is strongly preferred; proficiency in additional languages is a plus.
- Experience within pharmaceutical, medical education, healthcare, or association environments preferred.
- Experience managing complex, multi-stakeholder meetings with budget accountability.
- Experience with Association Management Systems (AMS), including Personify (preferred), and other event-related platforms.
DIA offers an excellent total rewards package and perks including:
- Competitive compensation including incentive bonus
- Robust benefits with employer HSA contribution
- Employer 401(k) match
- Generous PTO plan - goes up each year
- 8 Holidays and 3 Floating Holidays
- 3 Wellness Days
- Flexible hours and hybrid work environment (on-site Tuesday, Wednesday, and Thursday)
- Paid parental leave
- Charitable donation matching
