Manager, Meeting Planning

Cardiovascular Research Foundation•New York, NY

9d•$85,000 - $100,000•Hybrid

About The Position

The Manager, Meeting Planning, supports the Director, Meetings and the logistics team in managing and enhancing CRF’s meeting and event operations. This role leads the planning and execution of assigned meetings while also helping to improve standardization, efficiency, and consistency across all CRF events. Key responsibilities include managing end-to-end meeting logistics, vendor coordination, and on-site execution, as well as developing templates, workflows, and Standard Operating Procedures (SOPs) that strengthen process alignment. Serving as both a hands-on meeting manager and an operational partner, the Manager ensures seamless coordination of complex projects while enabling the Director, Meetings to focus on strategic oversight. The role requires strong organizational and project management skills, attention to detail, and the ability to connect multiple workstreams into cohesive, high-quality events.

Requirements

Bachelor’s degree or equivalent experience required; Certified Meeting Planner (CMP) preferred but not required.
Minimum of 6–7 years of experience in convention or tradeshow management, preferably within an association or nonprofit medical meeting environment.
Experience in contract review, analysis, and vendor negotiation required.
Strong organizational skills with the ability to multitask, prioritize, and meet deadlines in a fast-paced environment.
Excellent written and verbal communication skills and the ability to interact professionally with staff, faculty, vendors, and senior leadership.
Demonstrated ability to manage complex projects and coordinate across departments.
Strong attention to detail, judgment, and follow-through.
Proficiency in Microsoft Outlook, Excel, Word, and PowerPoint.
Ability to travel 20–30% (2–3 times per year for extended periods).
The above knowledge, skills, and abilities may be gained through a combination of education and experience equivalent to 5–8 years in meeting management or event operations.

Nice To Haves

Certified Meeting Planner (CMP) preferred but not required.
Experience with ACCME guidelines, budgeting, and audiovisual coordination preferred.

Responsibilities

Manage the full planning and execution of assigned meetings from concept through post-event evaluation.
Oversee logistics, vendor coordination, and on-site execution for assigned programs to ensure quality and professionalism.
Partner with internal departments and external vendors to deliver meetings that align with organizational goals, budgets, and timelines.
Lead pre-event planning, including venue research, contract review preparation, budget tracking, menu selection, room allocations, and audiovisual requirements.
Collaborate with Creative Services and other departments on the production of branded event materials and signage.
Develop and maintain templates for meeting planning documentation, timelines, budgets, and event specifications.
Assist in documenting and implementing Standard Operating Procedures (SOPs) to ensure consistency across all meeting planning activities.
Identify opportunities to improve operational efficiencies and present recommendations to the Director, Meetings.
Support the implementation of standardized workflows and processes to ensure alignment across programs.
Track project timelines and coordinate resource allocation to meet planning and event goals.
Coordinate cross-departmental communication to keep stakeholders informed of project statuses and deliverables.
Identify potential project risks and work with the Director, Meetings to develop mitigation strategies.
Serve as a connecting point between internal and external stakeholders to ensure smooth information flow and completion of deliverables.
Collaborate with departments such as Creative Services, Program, Industry, Multimedia, Finance, and Legal to ensure successful execution of assigned programs.
Support the tracking, forecasting, and reporting of expenditures to ensure adherence to financial targets.
Provide on-site management and support to ensure flawless execution of CRF events.
Coordinate on-site logistics including room setups, audiovisual, security, catering, and attendee flow.
Serve as a point of contact for staff, vendors, and attendees to ensure operational issues are resolved promptly.
Document lessons learned and best practices following each event to support continuous improvement.
Create and maintain documentation that supports knowledge sharing across the meeting planning team and cross-functional departments.
Develop reporting tools and templates that communicate event metrics, outcomes, and attendee feedback.
Build and maintain a centralized library of meeting planning tools, templates, SOPs, and vendor information.
Assist in preparing internal debriefs and summary reports for each event, highlighting performance outcomes and areas for improvement.
This may include providing additional support for time-sensitive projects, special initiatives, or cross-departmental tasks related to CRF meetings and events. The Manager may also assist with departmental reporting, vendor coordination, or last-minute logistical needs as they arise to ensure the successful execution of CRF programs.