Parthenon Management Group is an association management company serving scientific and medical-related associations. Its team combines day-to-day operational support with strategic guidance for boards, providing membership services, communications, financial management, meetings and conferences, event registration, speaker and sponsorship coordination, strategic planning, marketing, grants management, and fundraising support. PMG also helps associations improve member services and organizational performance through data-informed programs, board resources, and a focus on customer support and return on investment.
Onsite Meetings Manager in Brentwood, Tennessee
Lead end-to-end meeting operations for Parthenon Management Group’s association clients, from venue contracting and registration to budgets and onsite delivery. Coordinate vendors, exhibitors, marketing, accreditation, travel, and client teams to execute successful events.
Description
- Own the full logistics program for PMG client meetings
- Coordinate with venues to finalize detailed event plans and arrangements
- Prepare function sheets and event specifications from approved program schedules
- Oversee meeting-related contracts from RFP development and sourcing negotiations through execution and financial reconciliation
- Arrange hotel and travel accommodations for board members, committee members, and presenters
- Coordinate audiovisual, decorating, internet, and other supporting event services
- Build and maintain conference registration websites
- Manage room-block inventory and housing allocations
- Track registration trends and hotel pickup reports to support year-over-year forecasts and budgets
- Create attendee meeting evaluations
- Coordinate committee and affiliate meetings
- Develop session plans and schedules with the Meetings Content Manager
- Obtain event and optional event-cancellation insurance
- Create and present corporate support and exhibitor prospectuses
- Manage exhibitors and sponsors during onsite events
- Build and maintain meeting websites
- Partner with Marketing on conference banners and promotional collateral
- Create and manage email and social media campaign timelines
- Prepare, present, and revise meeting budgets for board approval
- Complete post-event financial reconciliation
- Obtain accreditation agreements and confirm presenter disclosures are approved
- Develop post-meeting evaluations and issue accreditation certificates
- Act as the primary meeting contact and onsite liaison for hotels and vendors
- Confirm hotel logistics are delivered according to event requirements
- Lead onsite event operations, delegate assignments to onsite staff, and direct the client staff team
Requirements
- Bachelor’s degree plus at least two years of event and meeting management or nonprofit society experience, or at least five years of relevant event and meeting management experience
- CMP or comparable certification is preferred
- Familiarity with current event and meeting planning trends and best practices
- Excellent written and verbal communication skills
- Proactive ability to anticipate and address potential issues
- Highly organized approach to managing event work
- Ability to prioritize competing assignments from multiple project managers and communicate completion timelines clearly
- Proficiency with Microsoft Office
- Ability to lift and open boxes weighing 35–40 pounds
- Ability to stand and walk extensively during onsite event days
Benefits
- Flexible scheduling options, including work-from-home arrangements
- Paid volunteer days
- Profit-sharing program
- Medical insurance
- Vision insurance
- Dental insurance
- Disability insurance
- 401(k) plan
- Two personal days
- Eight paid holidays
- Paid time off
- Six weeks of parental leave
- One paid Give Back Day for volunteering