Our confidential client is a diverse organization of professionals dedicated to advancing the field of transplantation and improving patient care. First founded in 1982, the organization now consists of more than 4,000 professionals dedicated to advancing the field. Currently, the organization has a need for a full time Meeting Coordinator responsible for leading/managing assigned meetings and events. If you have experience with the responsibilities included and meet the necessary qualifications listed below, apply today!

Specific Duties and Responsibilities:

Within the limits of the bylaws and policies of the association, the Meeting Coordinator is responsible for:

Program Planning:

• Assist Meeting Manager/Director of Meetings with Program Planning Sessions

Registration Management:

• Coordinate and oversee process for AST meeting registrations
• Assist in set-up/testing of online registration submission site
• Receive and check registrations; oversees data entry
• Serve as key customer service contact between AST and meeting attendees
• Understand registration management process – i.e., online payments, reporting, financials, etc.
• Field registration calls, updating cancellations, etc.
• Provide periodic status reports when necessary

Housing Management:

• Assist with Collecting VIP, speaker and staff housing and maintain master housing list
• Collect and monitor speaker logistics and travel information as needed

Marketing/Print Materials Management:

• Coordinate collateral print, electronic pieces and signage including registration brochures, exhibit prospectus, final programs and websites

Speaker Management:

• Assist with management of invitations, tracking responses, and collecting presentation materials (invitations, tracking responses, collecting presentation materials) as needed
• Set-up and track speaker disclosures

Website Management:

• Update content and continually update as needed

Onsite Management:

• Assist in execution of meeting as needed
• Anticipate attendee needs to ensure a high-quality experience

General Communications:

• Responds to inquiries about association programs and services

General Responsibilities:

• Ordering supplies for meeting
• Data collection for vendors, off-site events, etc.

*This is not meant to be all-inclusive as other duties may be assigned*

Education/Required Proficiencies:

• Associate degree OR a minimum of 1-3 years related association management and event planning experience OR equivalent administrative experience

• Ability to effectively communicate both orally and in writing with management, internal and external contacts.
• Demonstrate the ability to anticipate and solve practical problems or resolve issues within scope of duties.
• This position requires occasional travel. This may include the ability to drive a car or travel on public transportation such as trains and airplanes.

Schedule:

• Monday-Friday, 8AM-5PM
• Hybrid option available

Salary:

• $45,000 annually

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