Medical Meeting Coordinator

3 weeks ago

Alexandria, Virginia, United States Association Headquarters Full time
Job Title: Medical Meeting Manager

Association Headquarters is seeking a highly motivated and detail-oriented Medical Meeting Manager to join our team. As a key member of our events team, you will be responsible for planning and executing scientific, medical, trade, and professional meetings.

Key Responsibilities:
  • Prepare and manage meeting budgets, including venue costs, event schedules, and historical performance data.
  • Assist meeting committees with budgeting and planning, providing historical data and recommendations as needed.
  • Compile and maintain a meeting preparation calendar, showing tasks, responsibilities, and deadlines.
  • Meet deadlines on individual meeting planning timelines.
  • Initiate the bid process, send Request for Proposals, and finalize contracts with meeting contractors.
  • Prepare comprehensive post-meeting reports on hotel data, income, and expenses, and provide relevant data for Meeting Chair's report to the Board.
  • Respond to member requests for information on meetings, sponsorship, exhibits, partnering, and other membership activities.
  • Primary contact for meeting venues in planning and on-site management of meetings and education programs.
  • Work closely with volunteer planning committees and speakers.
  • Manage online proposal systems and facilitate the use of the proposal system by the program selection committee.
  • Coordinate speaker communications, schedule sessions in contracted meeting space, and track and communicate program and speaker changes.
Requirements:
  • At least 10 years' related association and meeting planning experience.
  • Bachelor's degree (or equivalent experience).
  • CMP preferred.
What We Offer:
  • Hybrid / Flexible work schedules available.
  • Medical, Dental, and Vision.
  • Company paid basic life insurance, short-term, and long-term disability.
  • Voluntary Life Insurance - Employee Paid.
  • AFLAC available.
  • Paid Time Off (PTO) accrual and Paid holidays.
  • 401k retirement plan available.
  • On-site Fitness Center, open 24/7.
  • Gym reimbursement program.
  • Training and Development opportunities.
About Us:

Association Headquarters is a professional services firm that specializes in helping non-profit organizations achieve their mission, create value, and advance their causes, industries, and professions. We have four main divisions within AH - a full-service Association Management Company; a Marketing and Communications Agency (MarCom); a Meetings & Events Management Team; and a division that focuses on other custom solutions such as strategic planning, website builds, database integrations, accounting services, staff recruitment, credentialing management, public affairs and lobbying, and growing non-dues revenue.

We are committed to creating a diverse environment and are proud to be an equal-opportunity employer. All qualified applicants will receive consideration for employment without regard to race, creed, color, national origin, nationality, ethnicity, ancestry, age, sex (including pregnancy), family status, marital/civil union status, religion, domestic partnership status, affectional or sexual orientation, gender identity and expression, atypical hereditary cellular or blood trait, genetic information, liability for military service, and mental or physical disability (including perceived disability, and AIDS and HIV status), language, national origin, political affiliation, socio-economic status, and other characteristics that make our employees unique.

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