Description

Job Opening: Director of Meetings

Are you interested in joining a fast-paced Meetings & Education team at a non-profit professional member association located in the Washington, DC metropolitan area where you will play a pivotal role in contributing to our efforts by managing the overall operations and logistics for the organization’s annual convention and tradeshow?  The American Academy of Audiology is seeking a Director of Meetings to help execute and deliver a best-in-class experience for thousands at our annual convention which raises over $2M in revenue to help fuel our efforts throughout the year.  If you are a problem-solver that is detail-oriented, organized, and eager to drive growth within the event space, we want to hear from you.

Position Overview and Requirements:
The Director of Meetings leads planning and execution of the American Academy of Audiology’s Annual Convention, serving approximately 3,000 attendees and 150 exhibitors. Responsibilities include scheduling, logistics, operations, vendor and contract management, exhibits coordination, and budget development and reconciliation. Working closely with the Vice President, the Director serves as a key stakeholder and vendor liaison, operates independently, and plays a central role in driving attendance, member satisfaction, profitability, and overall meeting strategy.

 Convention Planning Responsibilities:

• Responsible for the successful and timely execution of all Convention logistics including event space allocation, detailed convention schedule, room sets (including internet and electric), food and beverage, audio-visual requirements, accessibility/accommodations requirements, etc.
• Provide onsite management of event logistics for the Annual Convention.
• Assist and/or lead contract negotiations for any contracts needed for the event in a timely manner and with favorable terms including but not limited to convention center, hotels, security, décor, audio-visual/production, transportation, etc.  Review contracts for accuracy of terms and conditions before submitting to the Vice President.
• Serve as the primary point of contact for the Academy’s registration and housing vendor, overseeing the development and ongoing management of the Convention’s online registration and housing platform.
• Develop the Annual Convention budget that includes input from all contractors to develop a precise budget.  Bring innovative ideas to the table relative to cost savings and attendee registration fee structures.
• Monitors the Annual Convention budget to ensure revenue goals are achieved and expenses are contained.  Assists Vice President with budget forecast and reconciles expenses post-show and ensures all invoices are paid in a timely manner.
• Manages Convention housing including monitoring room blocks, making recommendations for potential adjustments, and creation of Academy rooming and concessions list (staff, vendors, VIPs, etc.).  At the conclusion of the Convention, evaluate the housing bell curve and make suggestions for adjusting future year contracts.
• Negotiates with select vendors and act as primary contact on all arrangements (inclusive of audio visual, catering, convention services, VIP/staff room reservations, shipping, etc.).  Build strong relationships with venue and vendor partners, working closely to identify potential issues, contain expenses and mitigate risk.
• Lead exposition management both pre-show and onsite, including working closely with general service contractor and Senior Director of Business Development on overall expo hall layout, reclassification of booths based on sales, mapping and setup of Academy booths, and food and beverage placement in the Hall.
• Serve as the main point of contact for exhibitors, including management of online exhibitor marketplace and compliance with show regulations and policies. 
• Assist the Vice President with Annual Convention site selection, including RFP development, proposal evaluation, and contract negotiations.
• Assist in developing standardized meeting planning processes, policies and procedures for department functions that include but are not limited to: housing block management, staff and vendor travel, faculty reimbursements and honoraria, and internal and external meeting space requests and assignments.
• Oversee the development of attendee and exhibitor experience surveys and manage metrics to distill trends and learnings to suggest future Convention improvements.  
• Collaborate cross-functionally with appropriate Academy staff on meeting, Conventions, exhibit and event logistics inclusive of print, web copy, email, sponsorship and exposition fulfillment, as needed.
• Supervise Meetings Coordinator team member.  Manages his/her tasks, workflow, and timely completion of projects.
• Support the Vice President in developing, managing, and expanding current and future online curriculum offerings.

Volunteer Engagement:

• Serve as staff liaison to volunteer leadership groups, including the Honors & Awards Task Force and Accessibility Task Force, ensuring clear communication, efficient workflows, and timely execution of initiatives.
• Partner with the Vice President and Program Manager to collaborate with the Program Committee, Program Chair, and President in shaping and delivering a high-quality, relevant, and engaging Annual Convention experience.

 Additional Responsibilities:

• This is a hybrid role with the team working at the Reston office two days a week and three days from home.  We are open to fully-remote candidates, but they will be evaluated on a case-by-case basis.
• Travel approximately 10%, including onsite leadership of the Annual Convention and participation in site visits to support current planning and evaluate future host locations.
• Flexibility to work extended hours, including evenings and weekends, as needed to meet deadlines and event demands.
• Ability to take on additional responsibilities as required to support organizational priorities and strategic initiatives.

 Note: Duties and responsibilities may change based on business needs or other considerations.

 Qualifications and Core Competencies:

• Bachelor’s degree required (CMP designation a plus).
• A minimum of 8+ years of experience managing conventions or expositions of similar size and scope. Experience with digital/virtual events and knowledge of current meeting trends preferred. 
• Logistics & Operational Management:  Demonstrated expertise in event logistics, project management, budgeting, contract oversight, and vendor negotiation.
• Financial Acumen:  Strong ability to develop, manage, and forecast budgets while driving revenue and controlling expenses.
• Organizational Excellence & Attention to Detail:  Highly organized, detail-oriented, and thorough in planning, execution, and follow-through.
• Operational Efficiency:  Designs and optimizes workflows, processes, and standard operating procedures.
• Collaborative Leadership & Relationship Building:  Proven ability to build strong partnerships, foster teamwork, and lead cross-functional collaboration to achieve shared goals.
• Clear & Professional Communication:  Delivers concise, accurate, and well-organized verbal and written communication.
• Problem Solving & Continuous Improvement:  Proactively identifies challenges, recommends solutions, and enhances systems and events.
• Industry Knowledge & Innovation:  Applies current meeting and event trends to strengthen strategy and execution.
• Resilience & Sound Judgment:  Maintains composure and effectiveness in fast-paced, high-pressure environments.

 About Us:

The American Academy of Audiology is the world's largest professional organization of, by and for audiologists. Representing the interests of audiologists and future audiologists nationwide, the Academy is dedicated to providing quality hearing care services through professional development, education, research, and increased public awareness of hearing and balance disorders. For more information, visit www.audiology.org.

 The American Academy of Audiology is an equal opportunity employer and does not discriminate on the basis of race, color, religion, sex, age, national origin, genetic information, veteran status, marital status, sexual orientation, gender identity, disability, or any other status protected by applicable law. This policy applies to all employment practices, including recruitment, hiring, promotion, compensation, benefits, and termination.  We are committed to fostering a diverse, inclusive workplace where all individuals are valued and supported, and where diverse perspectives strengthen our organization.

 To apply send resume and cover letter, including salary requirements, to careers@audiology.org.  

Requirements

Qualifications and Core Competencies: 

• Bachelor’s degree required (CMP designation a plus).
• A minimum of 8+ years of experience managing conventions or expositions of similar size and scope. Experience with digital/virtual events and knowledge of current meeting trends preferred.
• Logistics & Operational Management:  Demonstrated expertise in event logistics, project management, budgeting, contract oversight, and vendor negotiation.
• Financial Acumen:  Strong ability to develop, manage, and forecast budgets while driving revenue and controlling expenses.
• Organizational Excellence & Attention to Detail:  Highly organized, detail-oriented, and thorough in planning, execution, and follow-through.
• Operational Efficiency:  Designs and optimizes workflows, processes, and standard operating procedures.
• Collaborative Leadership & Relationship Building:  Proven ability to build strong partnerships, foster teamwork, and lead cross-functional collaboration to achieve shared goals.
• Clear & Professional Communication:  Delivers concise, accurate, and well-organized verbal and written communication.
• Problem Solving & Continuous Improvement:  Proactively identifies challenges, recommends solutions, and enhances systems and events.
• Industry Knowledge & Innovation:  Applies current meeting and event trends to strengthen strategy and execution.
• Resilience & Sound Judgment:  Maintains composure and effectiveness in fast-paced, high-pressure environments.