Director, Meetings (hybrid) - American Association for Clinical Chemistry (AACC) #2023-2765

Director, Meetings (hybrid)

For 75 years, the American Association of Clinical Chemistry has hosted the world's largest laboratory, healthcare research, and diagnostics conference of its kind, the Annual Scientific Meeting and Clinical Lab Expo (ASM & CLE). Reporting to the Chief Technology and Events Officer, you will oversee the logistics, planning, and execution of this global event with 20K+ attendees, 800 exhibitors, 300+ expert speakers, and 250+ educational programs. You will manage a budget of up to $6 million and vendor relationships with $1M+ contracts.

Internally, you will manage one direct report, with a total team of 3, and coordinate with staff across all departments and AACC’s volunteer Annual Meeting Organizing Committee (AMOC). Externally, you will work with and oversee multiple support vendors, including, but not limited to, Freeman Logistics, Freeman Event Tech, Convention Data Services, and Spargo, a long-term partner who brings a depth of knowledge about ASM & CLE to support your transition. As a highly visible AACC representative, you will connect with municipal officials and advisory boards near the venue. You will also oversee all site operations, including registration, housing, scheduling, food and beverage management, talent acquisition for temporary event staffing, shuttle services, and security personnel and protocols.

In addition to planning ASM & CLE, you will collaborate with AACC staff to plan and execute other AACC-sponsored events, including the AACC Middle East, the International CPOCT Symposium, four board meetings, two committee weekend meetings, and nationwide education programs like our Point of Care Testing (POTC).

While managing your staff and working with event partners, you will communicate clearly and efficiently to coordinate contract negotiations, timelines, and meeting flow. The ability to identify and mitigate risk, retain composure in the face of challenges, and pivot quickly to manage unforeseen requests and changing circumstances will be essential to your success.

How You'll Make an Impact

Within the first event cycle, you'll successfully execute the ASM & CLE and other events, navigating multiple competing priorities to develop and adhere to department and event budgets, meet tight deadlines, seek out and take advantage of cost savings opportunities, and create schedules that align with AACC's priorities and goals. You will evaluate and improve our procedures, strengthen relationships with vendors and local partners, and bring in the right new resources to support growth. These events are key sources of revenue for AACC and enable us to bring together global leaders from the field of laboratory science, share vital research and educational programming, and showcase cutting-edge technologies and breaking scientific advancements.

Work Environment and Benefits

• Our most important asset is our people. We value a healthy work-life balance and currently offer a 35-hour work week with a hybrid schedule of four days remote and one day onsite in our northwest Washington, DC office. This role requires up to 10% of travel to inspect meeting venues, execute events, and perform other duties as required.
• We offer an exceptional benefits program, including 25 days of PTO in addition to up to three personal days, thirteen paid holidays, paid family, bereavement, volunteer, and pet leave, medical/dental/vision plans, up to a 10% match retirement contribution, and more. We also offer a Dress for Your Day policy, an onsite fitness center, and convenient access to Metro.
• You will like who you work with. Our staff is a diverse team dedicated to supporting our members, AACC's mission, and each other. We are a respectful, energetic, and collegial group of passionate and committee colleagues. We work and win together.

Responsibilities

• Work with the Director, Professional Education to provide event logistical support to the Annual Meeting Organizing Committee (AMOC), including in-person meetings and on site at the ASM & CLE.
• Develop and manage annual budgets for the department, meetings, and others as assigned; track expenditures and revenues against budgets and forecasts; proactively notify relevant AACC staff of noteworthy budget variances.
• Manage the request for proposal (RFP) process and negotiate contracts to ensure high-quality, cost-effective agreements are in place with vendors.
• Establish and maintain excellent professional working relationships with suppliers, decorators, hotels, convention centers, housing, registration, security, exhibit management, transportation, and other relevant partners.
• Manage facility contractors and vendors to ensure services meet requirements, schedules, and budgets.
• Direct all ASM & CLE activities, including, but not limited to, facilities, scheduling, catering, staffing, audiovisual, signs, hotel, transportation, security, insurance coverage, and special events to ensure arrangements are complete and timely.
• Work with the Director, Professional Education to select abstract management vendors and negotiate related contracts.
• Creates and applies for the U.S. Department of Commerce International Buyers Program Application each year and manages the program.
• Oversee exhibit management and sponsorship vendor to ensure compliance with AACC policies and procedures.
• Oversee exhibit management and sales vendor on all aspects of the exhibit sales and sponsorship program, including but not limited to contract negotiations, exhibitor relations, sponsorship opportunities and pricing, exhibit hall floor plan configuration, and approval of all exhibit-related activities.
• Assist AACC staff on exhibitor focus groups and exhibitor issues related to AACC.
• Coordinate all ASM & CLE activities with other AACC departments to accommodate appropriate logistics while controlling costs.
• Lead post-meeting debriefings to improve event processes, efficiency, and attendee experience continually.

Qualifications

• Bachelor's degree from a four-year college or university plus five years of director-level experience or 7+ years of director-level experience in association management and/or delivery of major meetings. Related experience would include experience in association or for-profit meeting planning, hotel meeting services, or convention center meeting management.
• Must possess excellent organizational and writing skills and a proven ability to effectively manage concurrent projects and direct staff.

About Us

The American Association for Clinical Chemistry is a 7500-member global scientific and medical professional organization dedicated to clinical laboratory science and its application to healthcare. Our leadership in education, advocacy, and collaboration helps lab professionals adapt to change and do what they do best: provide vital insight and guidance so patients get the care they need.

To Apply

We encourage you to apply even if your experience is not a 100% match with the position description; we will consider people from a variety of backgrounds and career experiences.

Use the "Apply" button on this page or simply email your resume to Aileen Hedden at resumes@staffingadvisors.com with "AACC – Director, Meetings #2023-2765 SA" as the subject of the email.

Job responsibilities are similar to the following positions: Director of Meetings and Events, Director Event Services.

Staffing Advisors is committed to reducing bias in every aspect of the hiring process. We have long recommended a competency-driven approach to hiring. All qualified applicants will receive consideration for employment without regard to race, color, religion, gender, gender identity or expression, sexual orientation, national origin, genetics, disability, age, veteran status, or any other basis protected by law.

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