Meetings Manager

2 weeks ago

Alexandria, United States American Society of Clinical Oncology Full time

Are you interested in making a world of difference in cancer care?

Cancer strikes more than 10 million people worldwide each year. As the leading medical society representing doctors who care for people with cancer, the American Society of Clinical Oncology (ASCO) is committed to conquering cancer through research, education, and promotion of the highest quality, equitable patient care.

Who we are:
ASCO is a flexible, high-performance membership organization where employees collaborate to support our mission through evidence, care, and impact. Together with Conquer Cancer, the ASCO Foundation, we foster a culture that prioritizes customer-centricity, emphasizes teamwork, commits to quality, and values inclusion. Our culture, ASCO Works - Our Way of Working, has long enabled workplace flexibility and embraced technology to help us achieve balance.

ASCO offers competitive salaries, an excellent benefits package, and opportunities to participate in professional development programs. To learn what it's like to work at ASCO, click here.

Who we are looking for:

ASCO is currently seeking a high-performing, enthusiastic and detail-oriented Meetings Manager who has a passion for event management The Meetings Manager will oversee the ASCO Conference Center and coordinate all arrangements for onsite meetings and events.

If you are passionate about making an impact and have the ability to lead and inspire a team, then we want to hear from you

This position is hybrid, with a primary location in Alexandria, VA.

Responsibilities

  • Manage the ASCO Conference Center and provide logistical support for all onsite meetings and events including establishing meeting guidelines and procedures, coaching staff on meeting planning, and working in tandem with the audiovisual and facilities team.

  • Build and maintain relationships with other departments to diplomatically achieve all goals and expectations related to onsite meetings and staff events

  • Manage the Conference Center rental process including marketing, booking, invoicing, and catering functions

  • Provide logistical support for onsite staff events including managing hotel room blocks, catering, and room set up.

  • Serve as primary contact and account manager for ASCO's travel agent

  • Manage annual Conference Center budgets for Supplies, Staff Events, Travel

  • Collaborate with Finance team and Housing manager to finalize hotel venue contracts and group room block agreements.

  • Manage end-to-end meeting logistics and off-site event strategy for the ASCO Advantage program

Required Education and Experience

  • Bachelor's degree or equivalent years of experience

  • 6+ years of related experience to logistical arrangements of international events, conferences and meetings

  • Event and vendor management experience with proven record of successful interaction and management of vendors, including travel vendor, hotel vendors, and catering vendors

  • Familiarity with budgeting, and ability to track on expenses/projections

  • 2 years of supervisory experience

Competencies

  • Ability to interact with individuals at all levels with maturity and poise, including emotional intelligence, and the ability to exhibit empathy towards others

  • Adaptable with ability to make changes on the spot as needed, respond to internal and external needs with ease, and open to exploring new ways of doing things

  • Ability to bring new ideas and approaches to current processes, and consistently share new ideas

  • Strong organizational skills with ability to create and follow timelines, track on all details, multi-task multiple projects, and implement efficiencies

  • Ability to collaborate with individuals within the organization at all levels, build relationships and trust among team members, and identify ways to build partnerships across departments

  • Excellent communication skills, including written, with the ability to clearly convey and receive information

  • Strong leadership and managerial/supervisory skills with the ability to delegate, motivate and develop staff

ADA/Physical Requirements

Extended periods seated or standing at a desk.

High use of computer and other office technology equipment.

Travel

1-10 days/yr

Generous Benefits Package:

  • Hybrid Work Environment

  • Open Leave Policy

  • Paid Family Leave

  • 13 Paid Holidays per Calendar Year

  • Staff Appreciation Days

  • 401(k): 7.5% Employer Contribution

  • Medical/Dental/Vision

  • Employee Assistance Program

  • Fertility and Family Forming

  • Healthcare Concierge

  • Flexible Spending Account(s)

  • Healthcare Savings Account

  • Disability and Life Insurance

The American Society of Clinical Oncology (ASCO) is an Equal Employment Opportunity (EEO) employer. It is the policy of the Company to provide equal employment opportunities to all qualified applicants without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, age, protected veteran or disabled status, or genetic information.

At ASCO, our goal is to foster and encourage a diversity of thought, experience, and background in our workplace. Our organization's culture is multi-dimensional, and we encourage our employees to leverage their unique perspectives and ideas.

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