Associate Meetings Manager

Description Parthenon Management Group Position:
Associate Meetings Manager

Reports to:

Senior Meetings Manager We are Solutionaries.

Parthenon Management Group is an association management company offering management services to professional and trade associations. We offer strategic guidance and bring creative solutions with a vision for the future.

The Associate Meetings Manager supports and leads meeting planning and execution for 1–3 clients annually. This role ensures seamless event operations through coordination, organization, and communication, serving as the primary point of contact for internal and external communications. They also provide support for additional meetings within their work group as needed.

• Serve as lead planner for 1–3 client meetings annually under the guidance of a Senior Meetings Manager.
• Act as the primary point of contact for client communications and meeting-related correspondence as lead planner.
• Set up and maintain client meeting records using PMG tools, ensuring accurate documentation, and reporting.
• Develop function sheets, event specifications, staffing grids, and signage plans.
• Manage committee and affiliate meetings, including scheduling, logistics, and communications.
• Provide additional client support by answering designated client phone lines as needed.

• Manage RFPs, vendor sourcing, contract negotiations, and reconciliation for meeting-related contracts.
• Coordinate with hotels, AV providers, decorators, internet providers, and other vendors.
• Arrange hotel and travel accommodation for board members, committee members, and presenters.
• Secure event and cancellation insurance as required.
• Monitor housing block utilization, prepare registration pacing reports, and oversee hotel pickup to support budget forecasting.

• Build, test, and manage registration platforms, event apps, and submission databases.
• Develop and maintain conference registration sites and attendee evaluations.
• Provide training and support on registration processes for new staff.
• Ensure registration pace and reporting align with meeting budgets and forecasts.

• Oversee sourcing, storing, and deployment of meeting supplies for client and PMG events in concert with the Meetings Coordinators and Senior Meetings Coordinator.
• Monitor supply management processes and identify opportunities for improvement for the meetings department.
• Coordinate packing and unpacking of shipments with support staff.

• Review, edit, and prepare meeting materials such as abstract books, pocket guides, flyers, and collateral.
• Maintain and improve documentation tools, including budget templates, staffing grids, signage tracking, and capture of best practices, including the updates of “The Green Pages” for historical reference and team use.

• Build and manage exhibitor/sponsor tracking tools and deliverables.
• Serve as primary contact for exhibitors and sponsors, both pre-event and onsite.
• Oversee exhibitor and sponsor fulfillment processes and provide onsite management.

• Collaborate with the marketing team to draft and distribute client marketing communications, including meeting dept marketing responsibilities.
• Develop and maintain a marketing timeline for email and social media promotions.
• Ensure all marketing deadlines and requirements are met.

• Assist in creating, updating, and presenting meeting budgets for board approval.
• Review and approve vendor invoices and final hotel bills.
• Monitor meeting expenses to ensure budget compliance.
• Reco…