Who we are? As the world's largest organization of board-certified pathologists and leading provider of laboratory accreditation and proficiency testing programs, the College of American Pathologists (CAP) serves patients, pathologists, and the public by fostering and advocating excellence in the practice of pathology and laboratory medicine worldwide. Our Culture + CAP employees make a meaningful difference by partnering with colleagues customers and members on challenging and rewarding work + CAP provides its employees with an energetic and collaborative work environment and encourage opportunities to further develop their skills—offering reimbursement for educational programs and participation in events that enhance your skills + We offer a generous compensation and benefits package, 401K, and more -- visit Careers at the CAP (https://www.cap.org/careers-at-the-cap) for more details Brief Description The Meeting Manager is responsible for leading the planning, execution, and management of 150–200 meetings annually across the United States and Canada. These include committee, council, and board meetings ranging in size from 10 to 150 attendees. This role ensures all meetings are strategically sourced, efficiently planned, and flawlessly executed in accordance with organizational standards, member needs, and budgetary parameters. The Meeting Manager also supervises meeting planning staff, provides internal stakeholder guidance, and acts as a key liaison with hotels, travel services, and third-party vendors. Specific Duties Key Responsibilities 1. Meeting Planning & Detailing + Consult with internal stakeholders to define meeting goals, room requirements, A/V, F&B, and logistical needs. + Lead the development of comprehensive meeting specifications, BEOs, AV orders, and hotel group resumes. + Communicate and manage all meeting specifications including: + Housing lists + Meeting room setups + Food & beverage selections + AV/technology needs + Ground transportation + Approve final hotel orders and documentation ensuring accuracy and alignment with CAP requirements. 2. Hotel Sourcing & Contracting + Oversee sourcing of hotels and venues using third-party vendor partners and internal meeting request forms. + Serve as the primary liaison between internal customers and external sourcing partners. + Issue and manage RFPs, proposal evaluation, and site selection. + Negotiate hotel contracts in collaboration with contract specialists to secure favorable terms and mitigate risk. + Maintain and process hotel contracts, deposits, and W-9 documentation in accordance with CAP policies. + Ensure accurate and timely routing of documentation to internal departments (e.g., Finance, Events Project Manager). 3. Vendor & Expense Oversight + Evaluate, select, and monitor the performance of hotel and service vendors. + Ensure all vendors meet CAP standards and provide consistent, high-quality service delivery. + Resolve discrepancies in billing, attrition, or service performance. + Monitor expenses to ensure meetings remain within budget, including A/V, F&B, room rental, and ancillary costs. + Recommend and implement cost-saving measures and process improvements. 4. Meetings Support & Internal Communication + Responsible for the management and communication of the daily operations of the meetings services inbox, triaging requests and addressing tasks appropriately. + Provide ongoing updates to the Meetings & Events Team on sourcing, confirmations, and delivery status. + Conduct post-meeting evaluations with internal staff and vendors to document outcomes and improvements. + Ensure internal policies, procedures, and expectations are consistently applied across all meetings. Leadership & Management + Supervise and mentor internal Meeting Planner(s); oversee planning workflows and resource allocation. + Collaborate with the Senior Director of Meetings & Events and other leadership to ensure meetings align with organizational goals. + Assist in training new team members, sharing best practices, and ensuring policy compliance. + Contribute to the development and maintenance of internal guidelines for meeting planning. Knowledge/Skills Required/Preferred + Must be proficient in Cvent Hotel Sourcing and Passkey, with a strong understanding of how to apply and use both tools effectively. + Highly organized with attention to detail and strong problem-solving capabilities. + Excellent interpersonal, written, and verbal communication skills. + Deep understanding of hotel and convention facility operations, A/V, F&B, and travel logistics. + Skilled in RFP management, contract negotiation, and event budgeting. + Ability to remain calm under pressure and adapt to evolving meeting requirements. + Proficient in Microsoft Office Suite Education/Experience Education + Bachelor’s degree required; equivalent experience may be considered. + CMP (Certified Meeting Professional) required Experience + Minimum 7–10 years in professional meeting planning with progressive responsibility. + Demonstrated experience managing site selection, hotel contracting, and onsite meeting execution. + Proven ability to manage complex logistics across multiple concurrent events. + Strong vendor negotiation and budget oversight experience. Related certifications + CMP (Certified Meeting Professional) required. Additional Criteria + Available to work flexible hours and be on-call during national and priority meetings, including evenings and weekends as needed. + Willingness to travel for site inspections if necessary. + This position is based out of the Northfield, IL office. Candidates must reside within 75-miles of the Northfield headquarters. + Salary Range: $85,000 - $108,000 Equal Opportunity Employer The CAP is an equal opportunity/affirmative action employer, providing equal employment opportunities (EEO) to all employees and qualified applicants for employment without regard to race, creed, color, religion, sex, gender identity and/or expression, national origin, age, ancestry, disability or genetic information, military status, sexual orientation, marital status, citizenship status, order of protection status, homelessness, or any other characteristic protected by federal law and the applicable state and local laws governing nondiscrimination in employment in every location in which the company has facilities. Applicants have rights under Federal Employment Laws: Family and Medical Leave Act Equal Employment Opportunity Employee Polygraph Protection Act Job Details Job Family Operations Pay Type Salary