American College Of Cardiology Foundation
Conference & Meeting Planner
American College Of Cardiology Foundation, Washington, District of Columbia, us, 20022
The American College of Cardiology (ACC) is seeking a detail-driven Meetings & Event Manager to join our dynamic meetings team. This role plays an integral part in planning and executing ACC's meetings and events, with a primary focus on our Annual Scientific Session with 17,000 to 20,000 attendees. The ideal candidate will have proven experience in meeting planning with a strong emphasis on managing registration and housing operations in partnership with Maritz Global Events, and will thrive in a fast‑paced, collaborative environment. This position offers an exciting opportunity to contribute to the success of ACC's meetings and events and to work with a team committed to delivering exceptional service, operational excellence, and continuous innovation in the meetings and events space.
Function & Scope The Conference & Meeting Planner will manage and coordinate all aspects of ACC's internal and external meetings. Responsibilities include developing RFPs for hotels, venues and vendors; site selection; contract and service negotiations; logistical arrangements; liaising with clients; managing onsite implementation; and reviewing and reconciling all logistics‑related expenses. The role requires superior customer service and alignment with ACC's goals and expectations. The associate must be highly detail‑oriented, organized, and professional, with a proven ability to manage multiple complex projects simultaneously. The position is based in Washington, DC, with a hybrid work environment (two days per week in the office).
Major Duties and Responsibilities
Serve as the subject‑matter expert for internal or external meeting and event logistics, providing guidance and education to stakeholders.
Partner with colleagues to understand meeting and event goals and requirements, offering superior customer service as a logistics expert.
Manage all logistical aspects of meetings and events in alignment with goals, specifications, and budget.
Develop and manage timelines, ensuring milestones are met and communicating progress.
Create and evaluate RFPs for site selection, review responses, recommend sites, negotiate contracts.
Oversee room setup and AV requirements, ensuring equipment and services are ordered and provided.
Document and manage food and beverage requirements.
Coordinate pre‑ and onsite registration management directly or with vendor(s).
Establish and monitor hotel room blocks, coordinate reservations, and provide housing lists for leadership, staff, faculty, and vendors.
Arrange offsite events, including setup, food & beverage, and transportation needs.
Manage ground transportation requirements.
Provide onsite management for all logistical details.
Develop and maintain processes and documents for signage management.
Coordinate onsite placement of signage with venues.
Oversee shipping to and from venues for events.
Set up onsite staff office, including supplies and food & beverage.
Manage meeting budgets, direct billing, and invoice processing, including expense reconciliation.
Required Qualifications
Bachelor's degree.
4+ years of experience in meeting planning, registration, and housing management.
At least 2 years of experience working in a team environment with internal and external constituencies.
Proven track record of successfully planning and executing large‑scale, complex conferences and meetings.
Strong customer service skills and ability to interact professionally with clients.
Experience with logistical aspects of meetings (hotels, venues, audiovisual vendors, caterers, decor).
Experience developing RFPs, sourcing venues and rooms, negotiating contracts, and implementing agreements.
Strong interpersonal skills for teaming with stakeholders (medical professionals, leaders, contractors, consultants, partners).
Excellent organizational skills, attention to detail, and timely delivery of accurate work.
Ability to work in a fast‑paced environment managing multiple meetings and events simultaneously.
Ability to prioritize under tight timelines, solve problems, and maintain composure with stakeholders.
Flexible and collaborative with internal and external constituents.
Familiarity with monitoring budgets and expenditures.
Creative thinking and proactive problem‑solving skills.
Strong oral and written communication skills.
Superior organizational skills, highly detail‑oriented, and dedicated to accuracy.
Knowledge of industry standards and guidelines related to meeting and event planning.
Excellent time‑management skills and ability to staff meetings.
Ability to perform responsibilities independently.
Requirement to work outside standard hours to meet deadlines.
Ability to be onsite for job responsibilities (approx. 15% of time annually; may require travel).
Proficiency with Microsoft Suite (Teams, SharePoint, Word, Excel, Outlook) and Adobe Creative.
Willingness and ability to learn new software applications as necessary.
Desired Qualifications
Knowledge of industry standards for medical meetings and events.
Experience with contract negotiations and implementation.
Experience using Salesforce.
Certified Meeting Planner (CMP) certification.
About ACC At the American College of Cardiology, we bring our hearts to work. We are a 500‑person organization dedicated to transforming cardiovascular care and improving heart health for all. When you join our team, you become part of a culture that envisions a world where science, innovation, and knowledge optimize cardiovascular care and outcomes. We are committed to supporting our more than 60,000 members and their patients worldwide, ensuring a positive environment of teamwork, collaboration, professionalism, and excellence.
What We Offer ACC values all members of our organization. Staff enjoy world‑class benefits and a culture of work‑life balance, including medical, dental, vision insurance, short and long‑term disability, paid time off (vacation, sick, holidays, parental leave), tuition assistance, and a competitive 10% retirement contribution after one year of service. For a complete overview of our offerings, visit ACC's career site. Salary ranges for Washington, DC are $75,000–$90,000; ranges vary by local market.
Equal Opportunity Employer Statement ACC is proud to be an equal‑opportunity employer. We celebrate diversity and are committed to creating an inclusive environment for all candidates and employees. All employment decisions are based on qualifications, merit, and business needs. ACC is an Equal Opportunity Employer and accommodates qualified individuals with disabilities and disabled veterans in job application procedures. Contact Crystal Nott, Sr. Director, People Resources & Engagement at cnott@acc.org or (202) 375-6423 for accommodations.
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Function & Scope The Conference & Meeting Planner will manage and coordinate all aspects of ACC's internal and external meetings. Responsibilities include developing RFPs for hotels, venues and vendors; site selection; contract and service negotiations; logistical arrangements; liaising with clients; managing onsite implementation; and reviewing and reconciling all logistics‑related expenses. The role requires superior customer service and alignment with ACC's goals and expectations. The associate must be highly detail‑oriented, organized, and professional, with a proven ability to manage multiple complex projects simultaneously. The position is based in Washington, DC, with a hybrid work environment (two days per week in the office).
Major Duties and Responsibilities
Serve as the subject‑matter expert for internal or external meeting and event logistics, providing guidance and education to stakeholders.
Partner with colleagues to understand meeting and event goals and requirements, offering superior customer service as a logistics expert.
Manage all logistical aspects of meetings and events in alignment with goals, specifications, and budget.
Develop and manage timelines, ensuring milestones are met and communicating progress.
Create and evaluate RFPs for site selection, review responses, recommend sites, negotiate contracts.
Oversee room setup and AV requirements, ensuring equipment and services are ordered and provided.
Document and manage food and beverage requirements.
Coordinate pre‑ and onsite registration management directly or with vendor(s).
Establish and monitor hotel room blocks, coordinate reservations, and provide housing lists for leadership, staff, faculty, and vendors.
Arrange offsite events, including setup, food & beverage, and transportation needs.
Manage ground transportation requirements.
Provide onsite management for all logistical details.
Develop and maintain processes and documents for signage management.
Coordinate onsite placement of signage with venues.
Oversee shipping to and from venues for events.
Set up onsite staff office, including supplies and food & beverage.
Manage meeting budgets, direct billing, and invoice processing, including expense reconciliation.
Required Qualifications
Bachelor's degree.
4+ years of experience in meeting planning, registration, and housing management.
At least 2 years of experience working in a team environment with internal and external constituencies.
Proven track record of successfully planning and executing large‑scale, complex conferences and meetings.
Strong customer service skills and ability to interact professionally with clients.
Experience with logistical aspects of meetings (hotels, venues, audiovisual vendors, caterers, decor).
Experience developing RFPs, sourcing venues and rooms, negotiating contracts, and implementing agreements.
Strong interpersonal skills for teaming with stakeholders (medical professionals, leaders, contractors, consultants, partners).
Excellent organizational skills, attention to detail, and timely delivery of accurate work.
Ability to work in a fast‑paced environment managing multiple meetings and events simultaneously.
Ability to prioritize under tight timelines, solve problems, and maintain composure with stakeholders.
Flexible and collaborative with internal and external constituents.
Familiarity with monitoring budgets and expenditures.
Creative thinking and proactive problem‑solving skills.
Strong oral and written communication skills.
Superior organizational skills, highly detail‑oriented, and dedicated to accuracy.
Knowledge of industry standards and guidelines related to meeting and event planning.
Excellent time‑management skills and ability to staff meetings.
Ability to perform responsibilities independently.
Requirement to work outside standard hours to meet deadlines.
Ability to be onsite for job responsibilities (approx. 15% of time annually; may require travel).
Proficiency with Microsoft Suite (Teams, SharePoint, Word, Excel, Outlook) and Adobe Creative.
Willingness and ability to learn new software applications as necessary.
Desired Qualifications
Knowledge of industry standards for medical meetings and events.
Experience with contract negotiations and implementation.
Experience using Salesforce.
Certified Meeting Planner (CMP) certification.
About ACC At the American College of Cardiology, we bring our hearts to work. We are a 500‑person organization dedicated to transforming cardiovascular care and improving heart health for all. When you join our team, you become part of a culture that envisions a world where science, innovation, and knowledge optimize cardiovascular care and outcomes. We are committed to supporting our more than 60,000 members and their patients worldwide, ensuring a positive environment of teamwork, collaboration, professionalism, and excellence.
What We Offer ACC values all members of our organization. Staff enjoy world‑class benefits and a culture of work‑life balance, including medical, dental, vision insurance, short and long‑term disability, paid time off (vacation, sick, holidays, parental leave), tuition assistance, and a competitive 10% retirement contribution after one year of service. For a complete overview of our offerings, visit ACC's career site. Salary ranges for Washington, DC are $75,000–$90,000; ranges vary by local market.
Equal Opportunity Employer Statement ACC is proud to be an equal‑opportunity employer. We celebrate diversity and are committed to creating an inclusive environment for all candidates and employees. All employment decisions are based on qualifications, merit, and business needs. ACC is an Equal Opportunity Employer and accommodates qualified individuals with disabilities and disabled veterans in job application procedures. Contact Crystal Nott, Sr. Director, People Resources & Engagement at cnott@acc.org or (202) 375-6423 for accommodations.
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