The Associate Director of Meetings is a collaborative, positive, and resourceful individual who leads PQA’s efforts in managing of all aspects of PQA meetings. The successful candidate is experienced leading complex events of 500+ attendees as well as having an established network of planners, vendors, venues, and professionals in the industry.
He/she is skilled in navigating the business functions of event management that include research, site selection, contract negotiation, vendor management, registration, event communications, budget management, event staffing and onsite management. This position partners with colleagues across PQA and understands the shared vision and strategic goals of our events and meetings and does their part in contributing to their successful delivery and execution.
To be considered for this position, applicants must submit salary requirements in their cover letter.
Identify, send RFPs and work with COO on contract negotiation
Serve as point of contact with hotel/banquet manager
Manage AV, room assignment, signage, and all behind the scenes logistics
Meetings (including Annual, Leadership and Board Meetings)
Work with COO to create and manage conference budget
Review and approve final conference bill
Itemize final bill for accountant
Work with staff to develop meeting content
Work with Sr. Director of Communications and outsourced/in-house graphic designer to design & develop:
Save the Dates
Distribute and summarize evaluation forms
Help identify and serve as point of contact for all aspects of speaker management including contracting, travel, presentation review and submission for CE requirements, etc.
Onsite speaker coordination
Identify, recruit and manage exhibitors
On-site management of exhibit program
Registration, Marketing and Post Meeting
Support registration efforts
Support Sr. Director of Communications in marketing the meetings
Prepare meeting evaluation and post meeting analyze feedback
3-5 Years meeting planning experience minimum
Demonstrated experience and strong skills in providing superior customer service, interaction with a wide range of professionals, attention to detail, and managing multiple projects.
Certified Meeting Professional, a plus
An open positive attitude that enjoys working as part of a team.
Experience with AMS databases (i.e. Memberclicks) a plus
Excellent proof-reading skills
Excellent multitasking skills
Experience/proficiency with bulk email marketing services, specifically Constant Contact
Polished verbal, written and presentation skills.
Proficiency using technology and a wide variety of software applications to include Microsoft Office Suite (Word, Outlook, Excel, and Power Point).
Moderate noise levels, which are typical in an office environment with computers, printers, and other office equipment; sitting about 80% of the time.
During an event, standing and walking 90% of the time.
Overnight travel twice a year during PQA’s Annual Meeting and Leadership Summit.
PQA reserves the right to modify, interpret, or apply this job. This job description in no way implies that these are the only duties, including essential duties, to be performed by the employee occupying this position. This job description is not an employment contract, implied or otherwise. The employment relationship remains “at-will.” The job requirements are subject to change to reasonably accommodate qualified disabled individuals.
About PQA, Inc.
The Pharmacy Quality Alliance (PQA) is a fast-growing non-profit healthcare quality
organization committed to optimizing health by advancing the quality of medication use.
PQA is a recognized leader in healthcare quality and performance measure development. Over 230 multi-stakeholder organizations comprise PQA's diverse membership. Member volunteers are dedicated to improving the safe and appropriate use of medications for patients across the United States, researching the impact of quality measurement, and providing education on quality-based healthcare.