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Meetings & Administrative Manager, AAEA

Executive Director, Inc.
United States, Wisconsin, Milwaukee
555 East Wells Street (Show on map)
Sep 04, 2025
Meetings & Administrative Manager CLIENT ASSOCIATION(s): Agricultural & Applied Economics Association, AAEA POSITION REPORTS TO: Executive Director, AAEA DIRECT REPORTS: N/A EMPLOYEE STATUS: Exempt, Full-time (Minimum of 37.5 hours/week) ROLE TYPE/LEVEL: Mid-Level (Non-Supervisory) CLIENT/DEPARTMENT OVERVIEW: The Agricultural & Applied Economics Association (AAEA) is a not-for-profit association serving the professional interests of members working in agricultural and broadly related fields of applied economics. Members of the AAEA are employed by academic or government institutions, as well as in industry and not-for-profit organizations, and engage in a variety of teaching, research, and extension/outreach activities. JOB OVERVIEW: The Meetings & Administrative Manager is responsible primarily for the educational content of AAEA's Annual Meeting. This includes working with an abstract management system to facilitate abstract submissions and all communications related to the review, acceptance, and rejection of submissions. In addition, this position manages the annual award ceremony, assists with administrative tasks related to the AAEA Trust and may also coordinate related meetings or projects funded from time to time through federal grants. This position works closely with other AAEA staff and support service departments, as well as meeting attendees, presenters, and committee members. POSITION RESPONSIBILITIES (minimum of 37.5 hours/week): Manage the abstract submission process for presenters at the Annual Meeting, set up the system annually, liaise with the Selected Presentations Committee; answer questions from submitters, and work with the AAEA Senior Meetings Manager to schedule final sessions; Manage the registration process, assist attendees with questions in advance of the meeting and coordinate on-site registration and logistics. Responsibilities include, but not limited to: develop and distribute registration receipts; track waived memberships or registrations; order registration materials such as name badges, lanyards, ribbons; oversee onsite registration; and process onsite registrations post-meeting; Contribute to the development of meeting marketing materials, including the website and a bi-monthly meeting e-newsletter; Draft letters of invitation and confirmation to speakers, sponsors and program committees; Work with Awards committee and subcommittees to execute annual awards ceremony, order plaques through chosen vendor; create and print certificates; get certificates signed by appropriate parties; draft and distribute award letters; assist with awards ceremony script, slides, program; obtain W-9s; submit check requests for award winners; provide on-site assistance with ceremony; print and mount on-site awards; mail out awards and/or financial awards post-meeting; Generate and distribute post-meeting invoices; Compile and summarize meeting evaluations; Provide financial administrative assistance including Annual Meeting grant distributions, check requests, coding and submitting invoices to be paid, receipts, refunds, reimbursements etc. Assist with general Trust communications and grant processing; Check and respond to general emails and voicemails in a timely manner; Monitor duplicate records in the AAEA database and coordinate corrections with Membership staff; Review database integrity reports related to the Annual Meeting and coordinate needed updates; Other duties as assigned. EDUCATION/SKILLS/EXPERIENCE: Bachelor's degree preferred. Proficiency in MS Word and Excel as well as database experience. Work experience in an office environment with demonstrated project management skills, excellent oral and written communication skills, and experience with multiple task management. TRAVEL REQUIRED: Two to three weeks per year. WORK ENVIRONMENT: This is a full-time position located in our office in downtown Milwaukee, WI and a minimum of two days onsite in the office (including Wednesday as an all-staff-in-office day) are a requirement of the role. PHYSICAL REQUIREMENTS: (lifting, packaging, etc.) Some packaging and lifting up to 50 pounds. Ability to move quickly and frequently within the meeting facilities. ADDITIONAL INFORMATION: Some weekend and evening work may be required.