Meeting Coordinator

1 day ago

Darien, Illinois, United States American Academy of Sleep Medicine Full time
Meeting Coordinator Job Summary

We are seeking a highly organized and detail-oriented Meeting Coordinator to join our team at the American Academy of Sleep Medicine. As a key member of our Meeting Department, you will play a crucial role in planning and executing national conferences and courses.

Your primary responsibilities will include managing administrative tasks, coordinating event logistics, and providing exceptional customer service to attendees and speakers. If you have a passion for event planning and a strong ability to work independently, we encourage you to apply for this exciting opportunity.

Key Responsibilities:
  • Manage event registrations, exhibitor applications, and speaker logistics
  • Coordinate with sales department to onboard exhibitor and sponsor portals
  • Support meeting planner with speaker portal management and event registration sites
  • Provide exceptional customer service to attendees and speakers
  • Oversee office logistics, including shipments and supply ordering
  • Organize speaker logistics, forms, and post-event follow-up
  • Obtain quotes from third-party suppliers for events
  • Reserve meeting spaces and arrange meals for on-site events
  • Assist with on-site registration management during events
  • Process travel reimbursement requests for speakers
  • Generate reports related to registration, speakers, sessions, exhibitors, sponsors, and budgets
Requirements:
  • Minimum 2 years of meeting/event planning work experience
  • Proficient with Microsoft Office products
  • Deadline driven with ability to handle multiple tasks with varying timelines and needs
  • Ability to work independently and as part of a team
  • Strong planning and organizational skills with great attention to detail
  • Strong customer service skills
  • Proactively initiates tasks and consistently maintains a high level of productivity
  • Excellent written and verbal communication skills
  • Travel (approximately 10%) which includes weekends
What We Offer:
  • Affordable medical & dental coverage for you and your family
  • Free life & disability insurance
  • 3 weeks of PTO (personal/vacation/sick time) plus paid company holidays
  • 8 weeks PAID parental leave
  • Hybrid work environment
  • Flex-time hours
  • Business casual environment
  • Generous 401(k) plan
  • Flexible spending & dependent care accounts
  • HRA & HSA supported medical plans with employer contributions
  • Professional development assistance
  • Pet insurance
  • Theft ID coverage
  • Discounted fitness membership
  • Door Dash meal perks
  • Service recognition and peer-to-peer platform with reward points
  • Weekly "Wellness Wednesdays" with walk, stretch, and healthy snack breaks
  • Twice daily "plank breaks"
  • Seasonal staff events

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