Sr. Events Planner II (Hybrid)

About the position The American Medical Association (AMA) is the nation's largest professional Association of physicians and a non-profit organization. We are a unifying voice and powerful ally for America's physicians, the patients they care for, and the promise of a healthier nation. To be part of the AMA is to be part of our Mission to promote the art and science of medicine and the betterment of public health. At AMA, our mission to improve the health of the nation starts with our people. We foster an inclusive, people-first culture where every employee is empowered to perform at their best. Together, we advance meaningful change in health care and the communities we serve. We encourage and support professional development for our employees, and we are dedicated to social responsibility. We invite you to learn more about us and we look forward to getting to know you. We have an opportunity at our corporate offices in Chicago for a Sr. Events Planner II (Hybrid) on our Corporate Services team. This is a hybrid position reporting into our Chicago, IL office, requiring 3 days a week in the office. This position will manage and supervise AMA sponsored meetings and provide meeting services support to AMA units in planning and coordinating ancillary meetings. Responsible for end-to-end meeting and conference management for short and long-term planning, utilizing standard processes and procedures and serving as on-site liaison with hotel and stakeholders for assigned events.

Responsibilities

• Meeting Event Management
• Coordinate and manage exhibit booth requirements
• Coordinate and manage internal and external meetings and events in-person, virtually and hybrid
• Develop timelines and help advise on resource availability for current and incoming projects to provide input on feasibility
• Responsible for coordinating logistics and other workshop/meeting-related requirements, which includes overseeing and implementing safety, security and emergency protocols across all assigned meetings.
• Selects sites, negotiate rates, and execute contracts
• Serve as a liaison for the Group with internal stakeholders including finance and legal
• Build and maintain relationships with hotels and vendor suppliers
• Responsible for tracking the budget and guiding the BU on budget development. Reconcile pre/post show reports and post-event billing and ensure timely payments. Assist with chargebacks and financial reporting related to event platforms
• Support sustainability initiatives in event planning and vendor selection
• Assess repeat meetings and recommend innovative meeting approaches
• CVENT Event Management
• Create event pages
• Monitor and generate reports
• Provide online and onsite registration support for events and helping the department, including but not limited to processing meeting registrations and payments
• May include other responsibilities as assigned

Requirements

• Associate’s degree required, bachelor’s degree preferred
• Minimum 5+ years' experience in meeting-related field: registration, and planning required
• Certified meeting planner (CMP) preferred. CVENT certification preferred
• Excellent time management skills – works well under pressure able to respond quickly and calmly to last minute changes
• Ability to supervise temporary staff at meetings
• Excellent interpersonal and communication skills both verbal and written to interact with staff at all levels with mutual respect; demonstrated ability to handle complaints and problems in a congenial, efficient, service-oriented manner
• Strong planning and organization skills to meet deadlines and handle different stages of multiple meetings simultaneously
• Excellent computer skills and proficiency with Microsoft Office, Windows 10, Teams and Zoom and some experience in registration and meetings management related software packages
• Experience managing budget required
• Demonstrated experience with vendor management and rate negotiations
• Familiarity with nonprofit sectors and health care industry preferred
• Some travel required
• Some evening and weekend work required