Director, Meeting Operations

The American Association for Justice (AAJ) works to preserve the constitutional right to trial by jury and to make sure people have a fair chance to seek justice when they are injured by the negligence or misconduct of others - even when it means taking on the most powerful corporations.

AAJ is seeking a Director, Meeting Operations for its Meetings & Conventions department. The Director, Meeting Operations, is responsible for logistical direction and management for AAJ Conventions and other events, including but not limited to contracting, creating meeting specifications sheets, the master schedule, food and beverage, audio visual, hotel, and venue logistics. Responsible for working with cross-functional teams and externals vendors to deliver high-quality member and attendee experience.

Responsibilities:

• Assists Senior Director with event strategy, budget management including, revenue performance, creation and management of event P&Ls and overall excellence of AAJ’s conventions and events.
• Develops and maintains detailed project timelines, project plan, operational plans, and contingency strategies to ensure flawless event execution for conventions and meetings.
• Provide oversight of all on-site operations, serving as the primary liaison with venues, vendors, and key stakeholders to ensure exceptional attendee experiences.
• Negotiate favorable contract terms and conditions with venues, vendors, and hotel partners to meet service expectations and ensure appropriate contract and required terms are executed in all agreements.
• Oversee the overall participant experience, from registration opening through post-event follow-up, assist Senior Director in ensuring a consistently high standard of event delivery and end user satisfaction is provided for each.
• Oversee the design, approval, and execution of room setups with the hotel or venue to ensure alignment with event flow, AV requirements, and attendee capacity constraints, ensuring all venue signage, room turns, and catering logistics run seamlessly and on schedule.
• Supervises, develops, and supports the Associate Director, Meetings & Registration and the Meetings & Business Development Coordinator, providing direction, setting priorities, and ensuring accountability for successful execution of meetings and events.
• Work with marketing team on marketing plans and convention deliverables.
• Ensure effective collaboration with internal teams (e.g. Education, Marketing, Membership, Section and Litigation and BD teams) to ensure event content aligns with member needs and organizational priorities.
• Assist the Senior Director with venue and vendor development strategy, including RFPs, for venues, hotels, and services, while identifying cost-saving opportunities without compromising the attendee experience.
• Assist in the development and management of the annual events budget, monitor expenses against projections, and ensure programs remain on budget. Prepare post-event financial reconciliations for hotel and vendor invoices, analyze results, provide ROI, and budget reports to senior leadership.
• Perform other duties as assigned by Senior Director, Meetings and Sales.