Meetings and Events Manager

Our client, the Association for Advancing Tissue and Biologics, is hiring for a Meetings and Events Manager to lead the end-to-end delivery of in-person meetings, including the Annual Meeting, with full accountability for logistics, vendors, budgets, and on-site execution. This role partners with internal teams and external vendors to ensure events are well-planned, financially sound, and executed to a high professional standard.

The position is central to delivering seamless, high-quality experiences that advance AATB’s mission and organizational goals.

• Plan and execute all logistical and operational elements of AATB in-person meetings and events, including site selection, contract negotiation, hotel and venue coordination, decorator/DMC engagement, audiovisual services, BEOs, floor plans, exhibit halls, VIP transportation, and on-site management.
• Manage hotel room blocks, monitor pickup, and make real-time adjustments to mitigate attrition and maximize efficiency.
• Lead the end-to-end vendor management process, including developing RFPs, evaluating proposals, negotiating contracts, and maintaining ongoing vendor relationships.
• Collaborate with the Director of Membership to design and manage exhibit hall layouts and coordinate with the general services contractor.
• Partner with the Director of Communications to plan, design, and place event signage and branded materials.
• Develop detailed event budgets and work with the supervisor to integrate meeting costs into AATB’s annual budget.
• Track and control event expenses, ensuring timely invoice review, approval, and accurate financial documentation.
• Manage registration systems and data, producing reports on attendance, engagement, and post-event outcomes.
• Analyze and report on event performance, including attendance trends, attendee behavior, and post-event survey results to inform future improvements.
• Coordinate presenter and speaker logistics, including communications, scheduling, materials, and on-site support.
• Maintain comprehensive project plans, timelines, checklists, and documentation to ensure alignment across internal teams and vendors.
• Supervise and direct temporary staff or volunteers supporting the AATB Annual Meeting.
• Support cross-functional collaboration with communications and other internal teams to ensure timely event promotion and delivery of event-related materials.

• Bachelor’s degree preferred or equivalent professional experience directly leading and executing large-scale association meetings and events.
• Minimum of five (5) years of experience owning the planning and delivery of national, in-person association meetings with complex logistics, including events ranging from 500–1,500 attendees.
• Certified Meeting Professional (CMP) designation preferred.

• Ability to work with minimal supervision, take initiative, and make sound independent decisions.
• Strong project management skills with the ability to manage multiple priorities in a deadline-driven environment.
• Exceptional attention to detail and organizational skills, with a proven ability to bring complex events and projects to completion.
• Demonstrated ability to manage multiple projects simultaneously in a fast-paced, collaborative environment.
• Proven ability to lead on-site event operations and resolve issues effectively in high-pressure environments.
• Ability to review, negotiate, and manage vendor and venue contracts with attention to financial and risk considerations.
• Ability to analyze event data and post-event feedback to evaluate outcomes and drive continuous improvement.
• Excellent written communication skills, including editing and proofreading.
• Proficiency in Microsoft Office (Word, Excel, PowerPoint, Outlook).
• Strong problem-solving skills with a proactive, solutions-oriented approach.
• Experience managing events in convention centers and large venues preferred.
• Experience planning international meetings and events preferred.
• Familiarity with CME-accredited programs preferred.

• This is a full time, remote position. The normal work schedule for employees is Monday through Friday 9am-5pm Eastern Time. Core business hours are 10am – 4pm. Staffing needs and operational demands may necessitate variations in starting and ending times, as well as variations in the total hours that may be scheduled each day and week. Any changes must be approved by the supervisor.
• This position will require the ability to lift and/or carry up to 25 pounds and be able to stand and walk for long periods of time during events.

This role requires approximately 10% annual travel to support in-person meetings and site visits. Additional travel may be needed based on event schedules and organizational needs.