Meetings Manager

Committed to serving global societal needs. ASTM International positively impacts public health and safety, consumer confidence, and overall quality of life. We integrate consensus standards - developed with our international membership of volunteer technical experts - and innovative services to improve lives... Helping our world work better.

ASTM provides an excellent compensation and benefits package including:

* Undergraduate and Graduate Tuition Reimbursement

* Comprehensive medical, dental, vision, life and disability insurance

* Paid holidays, vacation and sick leave

* 403(b) plan with company match

* 100% company-funded defined benefits pension plan

Purpose:

This position is responsible for the planning, execution, and post-event tasks for Headquarters Meetings & Events for internal and external stakeholders, Technical Proficiency Training (TPT) events, and offsite Meetings & Events in the greater Philadelphia region. Additionally, the role oversees the day-to-day operations of the Conference Center and other meeting spaces at Headquarters, ensuring cleanliness, maintenance, and functionality of all meeting spaces, including audiovisual equipment. The incumbent ensures meeting leaders have the necessary resources to achieve goals and objectives while delivering exceptional service and operational efficiency. The incumbent also performs other duties as assigned related to off-site technical committee weeks and events.

Organization Role:

This is a mission-critical first-tier management position within the ASTM leadership structure, with a single incumbent in this role. Reporting to the Director, Meetings, the position provides project-based work direction to ASTM Managers, one (1) Meetings Coordinator, and one (1) Administrative Assistant. While it has limited authority to act on behalf of the Department in negotiating meeting arrangements, it plays a pivotal role in team leadership and operational excellence.

Key Responsibilities

1. Strategic and Annual Program/Business Planning

Key Activities:

• Continuously research and analyze trends in Conference Center meeting planning techniques, formats, and logistics to report relevant insights to the Director, Meetings.
• Meet with local catering vendors to evaluate the effectiveness and quality of meal and beverage options, costs, and coordination.
• Collaborate with the Director, Meetings, to plan and execute high-level onsite and offsite ASTM events, ensuring adequate resources and space availability.
• Identify opportunities to enhance and reengineer meeting planning processes for Headquarter Meetings & Events, TPT Events, and local offsite Meetings & Events.
• Prepare and submit long-term plans for improving meeting planning and expanding service offerings.
• Maintain accurate digital records and documentation related to meeting and event operations for assigned events.

2. Event and Operations Management

Key Activities:

• Negotiate meeting space, sleeping room blocks, transportation, catering, equipment rental, and other event-related arrangements for assigned events, preparing vendor contracts for Director review and approval.
• Ensure Headquarters meeting facilities are maintained to the highest standard of cleanliness, functionality, and appearance.
• Stay current on innovative ideas, approaches, and trends in the meetings industry to incorporate into ASTM events.
• Function as the primary point of contact for internal and external stakeholders, ensuring their expectations are met or exceeded.
• Manage inventory of event furniture, equipment, and supplies, ensuring availability and functionality.
• Prepare and manage budgets, monitor expenses, and analyze financial performance metrics to ensure profitability and cost control.
• Conduct post-event evaluations to gather feedback, identify areas for improvement, and address issues or concerns promptly.
• Oversee meeting space utilization processes to ensure all events are properly reserved and meet stakeholder needs.
• Manage audiovisual equipment at Headquarters meeting spaces in collaboration with ASTM's IT department to identify support needs and recommend enhancements or upgrades.

3. Marketing and Business Development: Relationships with Vendors, Members, and Other Constituencies

Key Activities:

• Establish and maintain relationships with key local meetings industry leaders and vendors to expand opportunities for ASTM events.
• Represent ASTM at local meetings industry events to enhance brand awareness, increase industry knowledge, and build networking opportunities with peers and suppliers.
• Evaluate capabilities and contracts with external resources to develop or upgrade standards of service programs.
• Collaborate with ASTM marketing & communications teams to ensure consistent application of the ASTM brand at public facilities and events.

4. Teamwork

Key Activities:

• Provide guidance and project-based directions to ASTM Managers, the Meetings Coordinator, and the Administrative Assistant.
• Foster a positive, collaborative, and high-performing team culture.
• Request and provide assistance within the team to effectively utilize resources and capabilities.
• Attend off-site Committee Week annually and as needed as backup Meeting Manager to enhance operational knowledge of offsite meetings and events.
• Perform other Meetings Manager duties as assigned related to off-site Technical Committees meetings and events.

Minimum Requirements

• Bachelor's degree in hospitality management, business administration, or a related field.
• Three to five years of experience in conference or event management.
• Demonstrated project planning and execution experience.

Preferred Qualifications & Competencies

• Broad knowledge of the standards industry, equivalent to a bachelor's degree in business operations management with 4+ years of progressive management experience involving large, complex projects, including customized technical services for a diverse, international client population.
• Prior event planning or operations experience in a hotel or event venue. Supervisory experience in a Conference Center or Meeting/Events role is a plus.
• Proficiency in event management software and Microsoft Office Suite.
• Demonstrates expertise in operating and troubleshooting audiovisual equipment for in-person and hybrid meetings, as well as proficiency with virtual meeting platforms such as WebEx, Microsoft Teams, and Zoom to ensure seamless event execution.
• Excellent interpersonal and communication skills to collaborate effectively with staff, Technical Committee members, vendors, and the public.
• Sound analytical and critical thinking skills.
• Strong organizational and multitasking abilities.
• Ability to work flexible hours, including evenings, weekends, and holidays as needed.
• May require physical tasks such as moving furniture or setting up equipment.
• Ability to travel independently and willingness to travel at least 30% of the time.

This job description is not intended to provide an all-inclusive listing of related job activities. Associates may be requested by management to perform other related activities in place of or in addition to those representative activities noted in this job description.

ASTM International is an Equal Opportunity / Affirmative Action Employer Minorities/Females/Disabled/Veterans.