American Association for Cancer Research

Career Opportunities

Director, Meetings and Exhibits

Reports to:  Chief Executive Officer
Department:  Meetings and Exhibits
Employment Status:  Full-time/Exempt           

Position Description and Responsibilities

  • Develops innovative approaches to directing the execution of the association’s meetings, conferences, and exhibits;
  • Plans, directs, and implements all logistical aspects of the association’s meetings and exhibits;
  • Manages vendor relationships including, but not limited to, decorator, audiovisual, catering, transportation, registration, security, and temporary personnel;
  • Solicits and secures proposals from potential meeting venues and, with the assistance of staff, conducts site inspections as needed;
  • Negotiates contracts, produces departmental monthly reports, and prepares reports on each event;
  • Maintains professional and ethical relationships with vendors;
  • Works strategically with the senior director of Program Development and his staff throughout the scientific program planning process to ensure that all logistical components of the meeting are taken into consideration;
  • Prepares schedules of events in consultation with the members of the Program Development staff;
  • Trains and oversees Meetings and Exhibits staff members in relevant aspects of meeting management and professional behavior;
  • Prepares a written report of each meeting regarding hotel/convention center efficiency, performance by vendors, and any other relevant aspects of meeting planning;
  • Manages space for use by external groups during AACR Annual Meetings;
  • Schedules events at hotels and convention centers, makes arrangements for function rooms and sleeping rooms, and follows up on room setups, staging, food functions, and other physical arrangements;
  • Responsible for the development of budgets and supervises expenditures for all AACR meetings;
  • Coordinates all post-meeting billing reconciliations to ensure budgetary compliance;
  • Interacts with the chief financial officer regarding the content of all contracts and budgetary matters related to meetings and conferences;
  • Develops appropriate crisis management plans for all events;
  • Applies project management techniques to the production of annual meetings and all other conferences and events; and
  • Provides activity reports on a regular basis to the chief executive officer.

Position Requirements

  • Bachelor’s degree required;
  • Master’s degree preferred;
  • CMP certification required;
  • Fifteen years of meetings and exhibits experience;
  • More than five years  as a successful director of meetings or the equivalent, with a large association or organization;
  • Not-for-profit association experience preferred;
  • Expertise in negotiations and interactions with convention centers, hotels, decorators, audiovisual, registration, catering, transportation, security, temporary personnel, and other vendors;
  • Substantial expertise and experience in managing audiovisual technology related to large scientific or medical meetings;
  • Knowledge of current trends in the meetings industry;
  • Knowledge of policies and procedures pertaining to commercial exhibit shows;
  • Excellent communications and public relations skills required including written, verbal, and interpersonal skills;
  • Ability to be highly detail oriented and to manage multiple tasks simultaneously;
  • Experience with scientific or medical associations preferred;
  • Demonstrated experience in working effectively with volunteer leaders;
  • Strong sense of professional business ethics as it relates to the meetings and exhibits industry;
  • Professional appearance with a high degree of business etiquette;
  • Ability to be a team member and work effectively with all levels of staff;
  • Familiarity with virtual meetings, webcasting, meeting apps, and other novel technologies relevant to the industry;
  • Ability to provide career development and comprehensive training plans for staff members in the department to ensure they are current on all aspects of the meeting industry;
  • Substantial contacts in the meetings and exhibits industry that facilitate relationships and the execution of events; and
  • PC, Microsoft Word, Excel and database programs.

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