Meetings Specialist

2 months ago

Rolling Meadows, United States American Association of Neurological Surgeons (AANS) Full time

About the Company


The Meeting Specialist plays a crucial role in the development, implementation, and execution of large and small Scientific and Committee Meetings within the AANS portfolio. This position supports the Meetings Department by managing logistical details and operational aspects to ensure seamless execution of multiple meetings. This position operates in a flexible work arrangement with 2 days a week required to be onsite in the Rolling Meadows office.


This position requires a detail-oriented individual with strong organizational and communication skills, capable of managing logistical complexities and delivering exceptional event experiences.


Responsibilities

  • Supports logistical development, implementation and follow-up of the large Scientific Meetings in the AANS portfolio in coordination with the Meetings Department staff by leading, coordinating and executing logistics and operational details for multiple meetings including, but not limited to, housing, catering, audiovisual, transportation, registration, signage, social event invitations, bill reconciliation and post-meeting reports.
  • Works closely with contracted venues and vendors to ensure that all event aspects are addressed and issues are resolved promptly.
  • Supports set up and testing of meeting registration sites and ensures registration processes run smoothly and efficiently.
  • Provides regular status reports on meeting preparation and pertinent details to ensure all key stakeholders remain informed.
  • Maintains organized records of activities for each assigned meeting.
  • Prepares summary reports for senior management detailing meetings logistics and outcomes.
  • Contributes to assembling and proofing meeting materials (e.g., Registration Brochure, Website, Quick Planner, and Meeting App) and ensures accuracy and completeness of all materials.
  • Monitors budgets for assigned programs and projects.
  • Provides forecasting, processing, reconciliation and distribution of payment of expenses. Ensures adherence to budgetary constraints and participate in forecasting exercises as required.
  • Participates in other daily administrative and support functions, including responding to telephone calls, emails and other general administrative tasks.
  • Travels to meetings and events throughout the year and provides on-site support to ensure events run efficiently, including the AANS Annual Scientific Meeting and Spine Summit.
  • Performs other job-related duties, as assigned by management.


Qualifications

  • Bachelor’s degree in Hospitality Management, Event Planning, Business Administration or related field (preferred).
  • Proven experience in event planning and logistics coordination, 1-2 years’ experience preferred.
  • Strong organizational skills with attention to detail and ability to manage multiple priorities.
  • Excellent communication and interpersonal skills to work effectively with vendors, venues and internal teams.
  • Proficiency in Microsoft Office Suite and event management software.
  • Ability to travel and work on-site during events, including weekends as needed.

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