Event Coordination Specialist
2 weeks ago
Position Summary
The Meetings Specialist is integral to the planning, execution, and management of both large-scale and intimate Scientific and Committee Meetings within the American Association of Neurosurgeons (AANS) framework. This role is essential in supporting the Meetings Department by overseeing logistical components and operational tasks to guarantee the smooth execution of various meetings. The position allows for a flexible work schedule, requiring presence in the office for two days each week.
Key Responsibilities
- Facilitates the logistical planning, execution, and follow-up of major Scientific Meetings in collaboration with the Meetings Department, taking charge of logistics and operational details for multiple events, which encompass housing, catering, audiovisual needs, transportation, registration, signage, social event invitations, financial reconciliation, and post-event analysis.
- Collaborates closely with contracted venues and service providers to ensure all event elements are thoroughly addressed and any arising issues are swiftly resolved.
- Assists in the setup and testing of meeting registration platforms, ensuring that the registration processes operate smoothly and efficiently.
- Delivers regular updates on meeting preparations and relevant details to keep all key stakeholders informed.
- Keeps meticulous records of activities for each assigned meeting.
- Prepares comprehensive summary reports for senior management that detail the logistics and outcomes of meetings.
- Contributes to the assembly and proofreading of meeting materials (such as Registration Brochures, Websites, Quick Planners, and Meeting Apps) to ensure accuracy and completeness.
- Monitors budgets for assigned programs and projects, providing forecasts, processing, reconciling, and distributing expense payments while ensuring compliance with budgetary limits and participating in forecasting activities as needed.
- Engages in various daily administrative and support tasks, including responding to inquiries and performing general administrative duties.
- Travels to meetings and events throughout the year, providing on-site assistance to ensure events operate efficiently, including major scientific gatherings.
- Undertakes additional job-related responsibilities as assigned by management.
Qualifications
- Bachelor's degree in Hospitality Management, Event Planning, Business Administration, or a related field is preferred.
- Demonstrated experience in event planning and logistics coordination, with 1-2 years of experience preferred.
- Exceptional organizational skills with a keen attention to detail and the ability to manage multiple priorities effectively.
- Strong communication and interpersonal skills to collaborate effectively with vendors, venues, and internal teams.
- Proficiency in Microsoft Office Suite and event management software.
- Willingness to travel and work on-site during events, including weekends as necessary.
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Event Coordination Specialist
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