Meeting Manager

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.

• 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.

• 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.

• 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.

• 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.

• At least five years of professional meeting or conference management experience, including independent responsibility for complex events.
• Experience managing meeting budgets, venues, vendors, contracts, registration, and onsite operations.
• 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.

• 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.

• 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.

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.