Meeting Manger, Medical Sub-Specialty Society

Full-Time Position | Hybrid (East Dundee, IL)
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Veritas Association Management, a fast-growing Association Management and Meeting Planning company specializing in medical sub-specialty associations, is seeking a Full-Time experienced Conference and Meeting Planner to work in our busy East Dundee, Illinois office. This can be a partial remote position. The success of our clients is paramount in Veritas’ culture. Our unique, hands-on management approach is nimble, empowering each manager and administrative team to make decisions and implement change efficiently and effectively.

Position Summary

Veritas seeks an experienced Meeting Manager to take responsibility for the planning and management for several notfor-profit medical sub-specialty client organizations, whether it be for Annual Member Meetings, Board Meetings, Education Seminars, etc., here, or abroad. This role will be responsible for overall meeting management, budgeting, advance planning, onsite planning, and logistics, as well as ongoing communication with the client’s Executive, Associate, and Program Directors.

Position Responsibilities

  • Work closely with the Association Executive Director/Associate Director to develop and manage meeting strategy, goals, and outcomes for several medical sub-specialty association clients.
  • Assume overall responsibility for each meeting and/or event from advance planning to onsite management.
  • Work together with Veritas departments to execute beyond the client’s expectation in terms of high-quality service delivery and operational excellence, meeting every deadline with ease and every goal with success.
  • Ensure that Veritas delivers effective onsite support to all client programs as agreed to by Veritas and the client, including onsite hotel logistics and environment, airport transfer, F&B management, hotel sleeping room blocks, meeting room management, social event reservations, AV acquisition and management, client member and Veritas staff hotel reservations, room sets, client member invitations (e.g., committee meetings), etc.
  • Help develop and manage detailed program budgets, control documents and tracking information for every program, delivering Executive Summary at program completion. Complete all required documents and follow client policies and procedures to ensure compliance and continuity of all programs.
  • Anticipate clients’ future meeting locations by scheduling and preparing ideas for early review.
  • Adhere to clients’ program timeline, inclusive of deadlines and cut-off dates.
  • Oversee related client meeting projects as required and/or assigned (Invitations, name badges, etc.)


The ideal candidate will have the following experience and qualifications:

  • Bachelor’s degree or equivalent in experience that includes client management and meeting planning.
  • 8+ years direct work experience in planning and managing multiple meetings simultaneously.
  • Nationwide/International meeting planning experience is a plus.
  • Experience working with medical associations and/or medical meetings (CME) preferred.
  • Demonstrated organizational skills, ability to manage multiple projects and move quickly from one project to another while maintaining thorough records. Requires the ability to be flexible and balance competing priorities.
  • Strong interpersonal and excellent oral and written communication skills needed to successfully negotiate contracts and communicate policies.
  • Ability to adjust messages to diverse audiences quickly establishing credibility, along with ability to maintain ongoing relationships.
  • Can investigate and analyze information to make sound recommendations and ability to develop projected budgets.
  • Strong multi-tasking skills and ability to thrive in a dynamic, fast-paced environment.
  • Resolve problems efficiently and quickly.
  • Requires the willingness and ability to travel (weekday and weekend travel is required).

Veritas Offers

  • Competitive salary
  • Competitive Medical, Dental & Vision benefits
  • 401(k)
  • Unlimited PTO
  • Remote work opportunity

View all jobs at Veritas


East Dundee, IL


About Veritas Association Management

Founded in 2013, Veritas Association Management is an industry leader in association management and professional meeting execution. The company specializes in helping professional medical organizations become more efficient, effective, and impactful within their respective specialties and communities.