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Meetings Manager

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Department: US Events

Posted: 5/1/2025

Location Name: New York, NY

Wage Max: 60,000.00

Wage Min: 55,000.00

Position Type: Full Time

About The Conference Board

Founded in 1916 (https://cdn.acquiretm.com/assets/conference-board/TCB\_HistoryTimeLine.pdf) , The Conference Board is the member-driven think tank that delivers trusted insights for what’s ahead. Our agenda is simple: to help leaders navigate the biggest issues facing business and better serve society. We believe in innovative approaches that make you think- and act- differently. And everything we do reflects the input of our members and their real-world challenges.

We do this by delivering business insights. We connect senior executives across industries and geographies to share ideas, and our experts create fact-based research and consensus-driven policy statements to help leaders address their most important business issues.

Because we are independent, non-partisan, and non-profit our work is trusted. If you learned it at The Conference Board you can count on it.

What it’s like to work here:

While it’s serious work to operate a global business think tank, it’s also fulfilling — and fun! Our people enjoy what they do and know their ideas matter.

We encourage everyone to take personal ownership for outcomes: we collaborate, share a purpose and commit to each other and to our Members. It’s all about doing our very best - which means we succeed as our Members succeed - together we improve society.

The Conference Board invites all interested and qualified candidates to apply for employment opportunities. If you are an individual with a disability in need of assistance with our online application system and would like to request a reasonable accommodation, please email Sarah Baylis at [email protected] or call at 212 339 0347. Please indicate your full name, contact information and the specific accommodation needed.

Position Summary:

The Meetings Manager play's a critical role in providing high-quality meeting and events experiences for The Conference Board's valued Members.

This Meetings Manager role is primarily focused on planning for our Council Meetings, and is responsible for sourcing, selecting and booking restaurants, ground transportation and activities for a portfolio of approximately 30-40 Councils, which each meet 2-3 times a year. This role collaborates with the Councils staff, primarily Council Relationship Managers (CRMs), to provide a high-quality meeting experience, while also ensuring the most cost effective and efficient pricing and terms with vendors possible.

Accountabilities:

Vendor Research, Selection and Process Management

+ Conduct ongoing research for restaurants, ground transportation companies and activities in major cities/host location sites for Councils. Solicit input and feedback from Events and Councils staff to fuel research in addition to keeping up to date with trends in the markets TCB's meeting frequent.

+ Maintain a shared database of potential vendors and ideas.

+ Evaluate vendor pricing, capabilities and experience to determine viability for future needs.

+ Negotiate favorable terms and conditions with frequently used/preferred vendors to align with TCB's needs and budget.

+ Build and maintain strong relationships with vendors.

+ Develop and create resource templates and materials related to restaurant selection, ground transportation and activity bookings.

+ Advise and conduct trainings with Councils staff as needed around restaurant, transportation and activity vendor management.

+ Review meeting logistics evaluations, input feedback into the internal database, and communicate feedback to restaurant or activity contacts.

+ Continuously seek opportunities to improve processes and collaboration across departments.

Individual Meeting Sourcing

+ Maintain and optimize process and tools used for Council meeting requests

+ Obtain understanding of Council history, preferences and past experiences from Council staff

+ Research and recommend restaurant, activity and ground transportation options near hotel or host location

+ Conduct in-person site visits to restaurants and activity venues in New York City to assess quality and standards.

+ Present options that meet a consistent level of quality standards and align with council culture, expectations and budget to Councils staff. Maximize the use of preferred vendors in recommendations. Align on final selection with Councils staff and proceed with booking process. Obtain and review vendor contracts to ensure program specific and legal terms and conditions are accurate, favorable and protective to The Conference Board, including minimums and cancellation policies.

+ Secure Certificates of Insurance from transportation vendors and include legal requirements within contracts to meet TCB standards, collaborating closely with the TCB legal department.

+ Sign and process contracts to book and retain services in a timely and accurate manner. Conduct a handoff with Councils staff (primarily CRM) providing detailed documents outlining logistical information for restaurants, ground transportation and/or activity.

+ Be a resource for questions, advice or adjustments for Councils staff post-handoff.

+ Review and assess performance of selected vendors post-meeting.

+ Additional meeting and event planning projects and tasks as needed.

Qualifications:

+ 1-3 years' experience in meeting planning, venue sourcing and/or event management

+ Proficiency with the MS Office suite of products (Outlook, Teams, Word, Excel, PowerPoint)

+ CRM experience preferred

+ Client service oriented, passionate about planning quality experiences

+ Highly organized and detail-oriented

+ Strong written and verbal communication skills

+ Strong time management skills, able to prioritize and balance competing demands

+ Keen eye toward operational efficiency

+ University Degree preferred

What We Offer

The Conference Board is proud to embrace best practices in employee wellbeing. We offer a competitive total compensation package. As part of our benefits package, we offer flexibility with hybrid working capabilities, employer-sponsored learning and development, advancement opportunities, on-site health initiatives, a communal and collaborative working environment, and a strong sense of comradery with sports teams, clubs, and employee events.

The Conference Board does not discriminate. We are an equal opportunity employer/M/F/Vet/Disabled.