POSNA is seeking a skilled and motivated Meetings Manager to oversee the planning, logistics, and execution of our in-person events. In this role, you’ll manage logistics for our in-person meetings -  working closely with staff, faculty, vendors, and volunteers to deliver high-quality, engaging events. We’re looking for someone who is organized, innovative, and committed to continuous improvement.

Duties include: 

Meeting Management

1. Oversee all logistics for the IPOS® meeting, including the development of meeting specifications for hotel arrangements, audiovisual needs, and food and beverage services.
2. Manage the creation, production, and distribution of meeting materials for both IPOS® and the Annual Meeting, including print and digital programs.
3. Collaborate with the Meetings and Exhibits Specialist to develop supply lists and prepare shipping and packing documents; order supplies; packing/unpacking of meeting materials.
4. Research city activities for the website and program books for IPOS® and Annual Meeting.
5. Handle all logistics for the Top Gun Competition.
6. Develop and distribute photographer RFPs, negotiate contracts, and schedule photography services for IPOS® and the Annual Meeting.
7. Manage the RFP processes and contract negotiation for future IPOS® meetings.
8. Manage financial aspects, including budget development, vendor management, and monitoring expenses and revenue of IPOS®.
9. Lead the planning, manage financial aspects, and execution of specialty events, such as Spouses Day and the Welcome Reception, from initial concept to completion.
10. Collaborate with the Marketing and Communications Team to create marketing materials for IPOS® and ensure the website is updated.
11. Assist at on-site registration for Annual Meeting.
12. Coordinate transportation logistics for off-site events.
13. Assist in and attend planning and site visits.
14. Ensure IPOS® meetings are produced on schedule, within budget, and achieve set goals.

Leadership and Staff Support

1. Partner with leadership and staff to implement committee deliverables efficiently and within budget.
2. Regularly review and evaluate committee activities to ensure objectives are being met, offering guidance when necessary.
3. Develop and maintain up-to-date procedures, descriptions, announcements, statistical reports, and historical records.
4. Foster effective communication with leadership and maintain a strong working relationship.
5. Establish and refine protocols and procedures related to the position’s responsibilities.
6. Perform all other job-related duties as assigned.

• Undergraduate degree or equivalent work experience
• 5+ years’ experience in meeting management for associations
• Proficient in Microsoft/ Office Suite, database management, and general web and email applications.
• Demonstrates a commitment to continuous learning and professional development, staying updated on industry trends, best practices, and emerging technologies
• Excellent analytical, problem-solving, and strategic thinking skills
• Exceptional communication, interpersonal, and presentation skills, with ability to convey information in writing and verbally.
• Excellent organization and time management skills with demonstrated ability to handle and prioritize multiple projects effectively and efficiently in a deadline-oriented environment. 
• High ethical standards and integrity.
• Self-starter who is driven and has the ability to work independently
• Exhibit a high level of attention to detail to produce accurate results
• Ability to work collaboratively in a team environment to support strategic direction
• Strong member service mentality and delivery

Desired

CMP certification
Familiarity with JotForms and iMIS Enterprise
Proficiency in project management platforms, such as Monday.com

About The Pediatric Orthopaedic Society of North America (POSNA)

The Pediatric Orthopaedic Society of North America (POSNA) is a not-for-profit professional organization of over 1400 surgeons, physicians, and allied health members passionately dedicated to advancing musculoskeletal care for children and adolescents through education, research, quality, safety and value initiatives, advocacy, and global outreach to children in underserved areas.

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