The Meetings Coordinator will assist the Director of Meetings and Meetings Manager with day-to-day operations of the meetings department including assistance with the planning and execution of the Annual Cell Bio Meeting (~6,000 attendees; 190 exhibitors), and other smaller one-day virtual events. The Coordinator will interface with members, meeting attendees, and vendors and will always provide white glove customer service. The ideal candidate will be energetic, detail-oriented, collaborative, and entrepreneurial in their approach to challenges. They will be willing to work on both programming and logistics for the annual Cell Bio meeting, and other smaller meetings. This position will report to the Director of Meetings.
Essential Functions and Key Responsibilities
Coordinate meeting logistics to include attendee, awardee, and speaker communications, registration, catering orders, internet and phone order, special event and dinner contacts, signage, badge ribbons, vendor communications and more.
Manage the RFP (REQUEST FOR PROPOSAL) process for small annual meeting vendors including photographer, first aid, security, and temp staffing.
Assist with and ultimately lead the review and assignment of up to 2600 submitted abstracts into poster sessions and send notification emails through our abstract management system.
Assist with digital media including entering non-abstract based session information into the mobile app and entering content into WordPress based website.
Handle abstract-related requests, including requests for certificates of participation, invoices and receipts.
Serve as main point of contact for attendees for registration questions and requests and work in the backend to resolve issues.
Handle backend registrations for selected registrants for meetings, if needed.
Handle requests for invoices and receipts.
Communicate meeting information to awardees who will be attending and/or presenting at the meeting, and maintain a tracking spreadsheet.
Research and manage offsite Annual Meeting VIP dinner and event contracts, send VIP dinner and event invitations and track responses.
Take inventory of signage and badge ribbons and place the order for needed signs and ribbons for each Cell Bio meeting.
Maintain and update applicable website content.
Provide on-site support for the annual Cell Bio meeting, and potentially other meetings, to include room checks, Food and Beverage Checks, attendance counts, and troubleshoot and correct issues..
Assist the Director of Meetings and Meetings Manager with other meeting-related administrative tasks throughout the year, as requested.
Support the organization and operation of one-day virtual meetings.
Assist the Business Development Manager with day-to-day exhibitor needs.
Additional Job Requirements:
COVID-19 vaccine is required as a condition of continual employment
*Ability to travel within the continental United States to the Cell Bio Meeting each December for up to 9 days and to the site visit for the meeting in the early spring for 2-3 days.
Possibility of limited travel to other meetings in the future.
Must live in Maryland, DC or Virginia and be able to go to the office in Rockville, MD when needed (even if you choose to work remotely most of the time).
*The meeting typically begins on the first or second Saturday in December and ends the following Wednesday. Travel is required the Tuesday or Wednesday prior to the start of the meeting. For 2022, the meeting is in Washington, DC and travel is required from November 30 to December 7.
One to three year of applicable work experience.
College degree desired, applicable work experience or completing courses on event management may be considered.
Experience with virtual events is a plus.
Knowledge of AMS databases helpful.
Experience working with different software, including virtual meeting platforms or abstract systems is a plus.
Must be proficient with the Microsoft Office Suite with expertise in Excel.
Must be detail-oriented and well organized.
Please submit your resume with cover letter and salary requirements to Alison Harris, Director of Meetings at firstname.lastname@example.org.
Are you looking to join an organization with a mission that supports scientific discovery? For over 60 years, ASCB member scientists have been studying the cell, the fundamental unit of life. We are an exciting, international community of biologists dedicated to advancing scientific discovery.
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