Job Overview
Compensation
Salary
Range $55,000.00 - $1.00
Benefits
Medical insurance
Vision Insurance
Dental Insurance
flexible spending accounts
Employee assistance program
long term disability
short term disability
Paid Time Off
Retirement Plan
401K Matching
On-site fitness center
Wellness classes
Unique employee perks
Paid travel days
Job Description
The International Foundation of Employee Benefit Plans (IFEBP) stands as North America’s largest membership organization dedicated to supporting professionals who work with employee benefit plans. Established with a mission to provide education, research, and networking opportunities, the Foundation plays a critical role in shaping the benefits landscape for millions of workers across the United States and Canada. IFEBP prides itself on fostering a family-friendly workplace located in a serene 15-acre wooded setting in Brookfield, Wisconsin. The organization is notable for its unique blend of employee perks, competitive benefits, and a culture that encourages creativity, collaboration, and professional growth within a medium-sized, impact-driven environment.
Within this vibrant organizational setting, the Meeting Manager position represents a pivotal, customer-facing role that combines logistical expertise with strategic planning to ensure the successful execution of large-scale meetings, conferences, and symposiums. These events typically host attendee numbers ranging from 5,000 to 6,000 participants, featuring complex schedules and diverse programming that demand a high level of coordination and attention to detail. This position sits in the mid-tier of a structured meeting management career path, progressing from Associate Meeting Manager to Meeting Manager and then to Senior Meeting Manager, offering opportunities for advancement and skill development over time.
The core responsibility of the Meeting Manager involves meticulous planning and operational oversight from conception through execution of educational programs and events that align with IFEBP’s mission. This includes defining and managing meeting space requirements, handling room block negotiations to minimize financial penalties, and conducting site inspections to evaluate and recommend optimal venues. The role requires an individual who excels at multi-tasking in a fast-paced environment and who values collaboration and customer service as part of delivering exceptional attendee experiences.
This role entails comprehensive budget management, involving preparation, tracking, and reconciliation of expenses to ensure financial goals are met. The Meeting Manager collaborates closely with the Educational Programs team during pre-planning stages to coordinate all relevant information and develop detailed meeting specifications that include timelines, food and beverage selections, technology needs, VIP accommodations, signage, transportation, and housing arrangements. Vendor relations are another crucial aspect of the role, requiring initiation and negotiation of proposals and contracts to secure the best possible services while managing staffing requirements and overseeing personnel during the event.
Onsite program execution demands leadership and problem-solving skills to manage registration, food and beverage functions, meeting room setups, audio visual needs, shipping logistics, risk management, and seamless troubleshooting of any issues that arise during the event. Post-event responsibilities include evaluating the logistical aspects, assessing vendor performance, and offering recommendations to improve future meetings. The Meeting Manager also maintains crucial records such as attendance statistics, registration data, hotel histories, and expense documentation.
Travel is an integral part of this role, with 25-30% of time spent on domestic and international trips to conduct site inspections, oversee programs, and manage logistics. The position offers a hybrid work environment after training, with options to work remotely part of the week, while primarily operating from the corporate headquarters in Brookfield.
Compensation starts at $55,000 per year for this exempt-level position, reflective of experience and skills. IFEBP provides an exceptional benefits package, including comprehensive medical, vision, and dental plans, flexible spending accounts, employee assistance programs, long and short-term disability coverage, ample paid time off, and a robust retirement plan comprising both defined benefit and 401(k) components. Unique perks further distinguish the Foundation, from free local zoo passes to onsite fitness and wellness classes, social clubs, and recreational leagues, all designed to support a balanced and engaging work experience.
Within this vibrant organizational setting, the Meeting Manager position represents a pivotal, customer-facing role that combines logistical expertise with strategic planning to ensure the successful execution of large-scale meetings, conferences, and symposiums. These events typically host attendee numbers ranging from 5,000 to 6,000 participants, featuring complex schedules and diverse programming that demand a high level of coordination and attention to detail. This position sits in the mid-tier of a structured meeting management career path, progressing from Associate Meeting Manager to Meeting Manager and then to Senior Meeting Manager, offering opportunities for advancement and skill development over time.
The core responsibility of the Meeting Manager involves meticulous planning and operational oversight from conception through execution of educational programs and events that align with IFEBP’s mission. This includes defining and managing meeting space requirements, handling room block negotiations to minimize financial penalties, and conducting site inspections to evaluate and recommend optimal venues. The role requires an individual who excels at multi-tasking in a fast-paced environment and who values collaboration and customer service as part of delivering exceptional attendee experiences.
This role entails comprehensive budget management, involving preparation, tracking, and reconciliation of expenses to ensure financial goals are met. The Meeting Manager collaborates closely with the Educational Programs team during pre-planning stages to coordinate all relevant information and develop detailed meeting specifications that include timelines, food and beverage selections, technology needs, VIP accommodations, signage, transportation, and housing arrangements. Vendor relations are another crucial aspect of the role, requiring initiation and negotiation of proposals and contracts to secure the best possible services while managing staffing requirements and overseeing personnel during the event.
Onsite program execution demands leadership and problem-solving skills to manage registration, food and beverage functions, meeting room setups, audio visual needs, shipping logistics, risk management, and seamless troubleshooting of any issues that arise during the event. Post-event responsibilities include evaluating the logistical aspects, assessing vendor performance, and offering recommendations to improve future meetings. The Meeting Manager also maintains crucial records such as attendance statistics, registration data, hotel histories, and expense documentation.
Travel is an integral part of this role, with 25-30% of time spent on domestic and international trips to conduct site inspections, oversee programs, and manage logistics. The position offers a hybrid work environment after training, with options to work remotely part of the week, while primarily operating from the corporate headquarters in Brookfield.
Compensation starts at $55,000 per year for this exempt-level position, reflective of experience and skills. IFEBP provides an exceptional benefits package, including comprehensive medical, vision, and dental plans, flexible spending accounts, employee assistance programs, long and short-term disability coverage, ample paid time off, and a robust retirement plan comprising both defined benefit and 401(k) components. Unique perks further distinguish the Foundation, from free local zoo passes to onsite fitness and wellness classes, social clubs, and recreational leagues, all designed to support a balanced and engaging work experience.
Job Requirements
- Bachelor’s degree in business administration, communication, hospitality management or related field
- CMP designation or equivalent combination of education and experience
- minimum of 3 years relevant professional experience in meeting management
- experience in hotel or convention center meeting management preferred
- excellent interpersonal and communication skills
- ability to lead and direct activities of others
- experience managing transportation, housing, catering, A/V and meeting personnel
- strong project management and organizational skills
- ability to multitask and resolve issues independently
- understanding of contracts and legal agreements related to meeting planning
- ability to manage event budgets
- proficiency in Microsoft Office and meeting management tools such as Cvent, Smartsheet, and social tables
- willing and able to travel domestically and internationally 25-30% of time
- able to work extended hours during events including nights and weekends
Job Qualifications
- Bachelor’s degree in business administration, communication, hospitality management or related field
- CMP designation preferred
- minimum of 3 years relevant professional experience in meeting management
- experience with hotel or convention center meeting management preferred
- excellent interpersonal, verbal and written communication skills
- demonstrated ability to lead or direct activities of others
- prior experience working with transportation, housing, catering, A/V and other meeting personnel
- strong project management, organizational, prioritization and time management abilities
- ability to exercise discretion and resolve issues independently
- competency with contracts and legal agreements related to meeting planning
- ability to manage and meet event budgets
- proficiency in Microsoft Office (Outlook, Excel, Word) and meeting management tools such as Cvent, Smartsheet, and/or social tables
Job Duties
- Define and manage meeting space and room block requirements for educational programs
- evaluate RFPs and make recommendation on location and facility
- coordinate and participate in site inspections for select programs
- contribute to budget preparations, tracking and reconciliation of meeting expenses
- manage pre-planning meetings with Educational Programs team and disseminate meeting information
- develop meeting specifications including timeline, food and beverage, room set-up, audio visual, technology, VIP requirements, signage, transportation and housing
- initiate proposals with vendors, negotiate and manage vendors and contracts
- determine staffing requirements during programs including scheduling, contracting, training and invoicing
- oversee delivery and set up of all materials
- coordinate attendee information, confirmation letters, registration and customer service
- lead onsite execution of programs including registration, food and beverage, audio visual, meeting room set-ups, shipping arrangements, risk management and logistics
- troubleshoot and solve onsite problems
- provide evaluation and feedback regarding logistical aspects post-program
- track statistics for attendance, expenses, registration and hotel history
Job Criteria
Experience
Mid Level (3-7 years)
Job Location
Your Profile Is Visible To Hiring Managers Across OysterLink.
We'll match you with best jobs
Get job offers faster
Search For More Opportunities:
How Candidates Get Hired Faster
Apply to 2–3 similar roles
Complete profile & get best matches
Check new opportunities daily
