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About the Role

SAM is seeking a Meetings Manager to lead the planning and execution of conferences, meetings, and events for a diverse portfolio of mission-driven associations. This role involves ownership of the entire event planning process, from budgeting and contract negotiation to logistics coordination and onsite execution, collaborating with clients, volunteer leaders, vendors, and the SAM team.

Responsibilities

Lead the planning, design, and execution of in-person and virtual meetings, conferences, and events.
Align event strategy and execution with association goals, budgets, and attendee expectations.
Develop and maintain comprehensive event specifications and running schedules.
Coordinate meeting space, audiovisual production, food and beverage, transportation, signage, and staffing.
Oversee event safety, contingency planning, and onsite operations.
Collaborate with internal teams on event marketing and attendee communications.
Coordinate event information across registration platforms, websites, mobile applications, and other event technologies.
Utilize Asana to manage event planning and execution.
Maintain accurate timelines, tasks, assignments, and deadlines.
Proactively communicate progress, anticipate challenges, escalate risks, and ensure projects stay on track.
Develop and manage event budgets, monitoring revenue, expenses, and financial commitments.
Identify budget variances and recommend corrective actions to maintain financial goals.
Manage venue sourcing, RFPs, proposal evaluations, and contract negotiations using SAM's established processes.
Secure favorable agreements while managing financial and operational risks.
Build and maintain vendor relationships, ensuring contractual obligations and service expectations are met.
Collaborate with volunteer Boards and committees to plan and execute programming and attendee engagement opportunities.
Manage registration, housing, and attendee services.
Coordinate the needs of speakers, exhibitors, sponsors, volunteers, and VIPs to create meaningful experiences for all key groups.
Lead event teams, coordinate planning meetings, and build strong relationships with association leaders, volunteers, and partners.
Take ownership of applying SAM's established processes to ensure accurate documentation, timely completion, and consistent execution.
Identify opportunities to improve efficiency, collaboration, and event outcomes.

Requirements

Minimum of 4 years of professional experience planning and managing meetings, conferences, and/or events, including multi-day, in-person events.
Hands-on experience managing events from start to finish, including planning, budgeting, vendor coordination, onsite execution, and post-event evaluation.
Skilled in developing and managing event budgets, timelines, vendor relationships, and logistical requirements.
Strong project management and organizational skills, with the ability to balance multiple events, deadlines, and client priorities simultaneously.
Excellent written and verbal communication skills, including the ability to establish clear expectations, provide proactive updates, and collaborate effectively with internal teams, clients, and external partners.
Effective problem-solving skills with sound judgment, and the ability to anticipate challenges, adapt to changing circumstances, and identify practical solutions.
Capable of working independently and collaboratively across shared teams while navigating competing priorities and varying leadership styles.
Proficiency with event registration systems and mobile event applications.
Willingness to travel for multi-day events, including occasional evenings, weekends, and meetings outside standard business hours.

Skills

Event planning
Budget management
Contract negotiation
Logistics coordination
Onsite execution
Project management
Organizational skills
Written communication
Verbal communication
Problem-solving
Event registration systems
Mobile event applications
Microsoft Office Suite
Mac OS

Location

Austin, TX

Work Type

Hybrid

Experience Level

4+ years of professional experience

Education Level

Bachelor's degree in hospitality, event management, business administration, or a related field (preferred)
Certified Meeting Professional (CMP) (preferred)
Certified Association Executive (CAE) (preferred)

Salary/Compensations

$55,000 - $71,000

Benefits

Compensation
Benefits
Well-Being
Development and Support
Community Impact
Work Environment and Resources
Diversity, Equity, and Inclusion

About the Company

Strategic Association Management (SAM) is an association management company (AMC) providing professional management services for a diverse array of organizations.
An AMC provides creative staffing, strategic and administrative solutions for association and non-profit organizations.
At SAM, a team of experienced professionals takes care of day-to-day operations-increasing efficiency and enabling scalability-so volunteers are empowered to pursue their organization's mission.
Through long-term partnerships, our clients experience organizational sustainability, growth and, ultimately, transformation.
Our work is driven by the missions of the organizations we serve and the people who make that work possible.
We believe that creating meaningful experiences for our clients starts with creating a positive, supportive, and engaging experience for our employees.
Our five core values - Build Trust, Seek Clarity, Stay Curious, Practice Empathy, and Champion Growth - guide how we work together, solve problems, and support each other.

Equal Opportunity

SAM will provide equal opportunity to all employees and applicants for employment regardless of actual or perceived race, color, national origin, citizenship status, age, religion, disability, sex, pregnancy, sexual orientation, gender identity, military or veteran status, genetic information, or any other category protected by applicable law.