American Association for Cancer Research

Career Opportunities

Conference Center Manager

Reports to:  Director of Meetings and Exhibits
Department:  Meetings and Exhibits
Employment Status:  Full-time/Exempt           

Position Description and Responsibilities

  • Coordinates all required conference center services, equipment, overnight accommodations, as well as food and beverages. This can include working with other internal and external staff such as caterers, audiovisual equipment vendors and entertainment to supply necessary amenities. This also includes directing staff and services, assisting guests and ensuring that the conference runs smoothly during the scheduled time of the meeting.
  • Performs the essential functions of the position and other tasks as required. Responsible for assisting clients/colleagues in selecting the meeting space and services needed. This includes giving tours, providing insight on services and amenities and suggesting services needed.
  • Confirms in-house meeting space and maintain conference center meeting space utilization calendar
  • Establishes, recommends and manages the operational procedures for the conference center
  • Develops and manages the emergency management procedures for the conference center
  • Researches, screens and manages vendors who will perform/provide services in the conference center
  • Contacts catering companies to secure services for various events
  • Works closely with internal building security on all events held in the conference center
  • Keeps internal clients informed of the progress related to their specific meetings
  • Coordinates with Office Operations and IT Department staffs and prepares schedules related to setup, event and post-meeting needs (including but not limited to room diagrams and set up, audiovisual, housekeeping)
  • Maintains conference center equipment and supplies inventory
  • Provides on-site support during events at the conference center
  • Fields all general conference center inquiries via email inbox, telephone, Outlook, etc.
  • Acts as backup to director, associate director and meetings managers as needed
  • Researches, negotiates and contracts overnight accommodations as needed
  • Researches and secures off-site venues as needed (i.e., dinner, tours, transportation, etc.)
  • Works in a team environment and collaborates with other departmental managers and support staff

Position Requirements

  • BA or BS degree or higher
  • Knowledge of procedures and requirements of the conference planning and meeting management industry
  • Minimum three to five years experience in conference center management or meeting planning
  • Highly skilled in logistics management
  • Superior ability to prioritize and manage time
  • Ten percent travel required within the US and worldwide
  • Strong interpersonal skills and the ability to work with diverse groups
  • Ability to manage multiple projects as well as people; multi-tasking skills
  • Customer-driven with the ability to make good decisions
  • Excellent verbal and written communication skills
  • Strong attention to detail
  • Advanced computer skills including Word, Excel, PowerPoint, Access, Adobe, Meeting Matrix and Photo Shop; iMIS knowledge a plus
  • Strong project management attributes that involve intricate planning, good detail and follow up
  • Strong sense of professional business ethics, appearance and etiquette

How to Apply

Please submit your cover letter and resume (including salary history) to:
Human Resources
P.O. Box 40138
Philadelphia, PA 19106
Fax: (215) 440-1045
Equal Opportunity Employer