The FASEB Meetings Team (Office of Scientific Meetings and Conferences) is looking for a Meeting Coordinator with the experience and self-starting attitude that will support multiple projects and clients - a master multi-tasker who can change gears in an instant while maintaining the integrity of the work performed. Our team works in a client-driven environment with high expectations. Communications skills are critical; presenting an upbeat attitude while handling competing deadlines, adjusting to quickly changing priorities, and performing under demanding expectations are a must.
A FASEB Meeting Coordinator is prepared, responsive, and willing to meet new challenges. With constant changes in technology and high client expectations, the ideal candidate will need to adapt to change and be quick to learn. We are looking for a team member that not only completes the task but contributes to enhancing the process; a candidate that uses their creativity and skills to present exceptional output taking pride in the work performed.
Duties & Responsibilities include but are not limited to the following:
Interact with conference stakeholders, including conference clients, FASEB team members, conference speakers, attendees, supplier partners, sponsors, and the general public through website, emails, phone calls, and in person.
Track event contracts and proposals.
Assist with set-up instructions for meeting space and poster sessions to hotel/convention center prepare/confirm a/v orders; obtain quotes for meeting services equipment and prepare equipment orders.
Create, maintain, proofread, and communicate written meeting specifications throughout the planning process.
Assist with the preparation of event reports and summaries.
Coordinate shipments to/from meetings.
Assist in the preparation of RFPs and obtaining quotes for selected meeting supplies and services.
Prepare sign order and sign ordering process; prepare shipping and receiving instruction and process along with additional client instruction packets.
Assist with space assignments, assist with food and beverage selections, entertainment, audiovisual needs; assist with preparing facility and supplier orders.
Assist with the review and coding of invoices and prepares disbursement requests.
Prepare housing procedures; coordinate special room blocks (suite assignments) and transportation for VIPs.
Assist in the maintenance and updates of databases and meeting websites; handle general correspondence, and coordinate general information for the program
3+ years of scientific association experience is strongly desired.
Demonstrated attention to detail
Demonstrated organization skills
Proven track record providing superior customer service
Ability to retain composure in stressful situations
A BA/BS is preferred or equivalent combination of education and work experience
Demonstrated proficiency in proofreading and English grammar
Willingness to travel to events as needed and to manage onsite event operations (10% occasional nights and weekends).
Willingness to perform overtime as needed (with prior approval).
Strong skills in MS Office, project planning/sharing software, and Adobe. Experience with Office 365 a plus.
To see a detailed job description and to apply, please attach your resume and cover letter at: www.faseb.org/employment
FASEB is an equal opportunity employer.
About Federation of American Societies for Experimental Biology (FASEB)
FASEB’s and the member societies reputation for excellence is reflected in the quality of its employees, who form an exceptional team that works to support the goals of the organization. Our positions are diverse and range from administrative, to professional, to executive. FASEB also provides Human Resources services for a number of these member societies residing on our campus.
FASEB and the societies offers competitive salaries and a comprehensive benefit package that includes medical, dental, vision, life, short/long-term disability insurance; flexible spending account, 403(b) retirement plan, free parking, 10 holidays, sick leave, and generous vacation.
All available opportunities for FASEB and member societies for which we recruit are listed below. Please apply for the position(s) of interest through our automated system below.
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