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Event Coordination Specialist

2 months ago

Rolling Meadows, Illinois, United States American Association of Neurosurgeons Full time
Job Overview

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 pivotal in ensuring that all logistical and operational elements are meticulously handled to facilitate the smooth running of various meetings. The position offers a flexible work environment, requiring on-site presence two days a week.

Key Responsibilities

  1. Oversee the logistical planning, execution, and follow-up for major Scientific Meetings in collaboration with the Meetings Department, ensuring all operational details are addressed for multiple events, including housing, catering, audiovisual needs, transportation, registration, signage, social event invitations, financial reconciliation, and post-event reporting.
  2. Collaborate closely with contracted venues and service providers to address all event-related aspects and resolve any issues promptly.
  3. Assist in the setup and testing of meeting registration platforms, ensuring a seamless registration process.
  4. Provide consistent updates on meeting preparations and relevant details to keep all stakeholders informed.
  5. Maintain comprehensive records of activities for each assigned meeting.
  6. Prepare detailed summary reports for senior management, outlining logistical arrangements and outcomes of meetings.
  7. Contribute to the creation and proofreading of meeting materials (e.g., Registration Brochure, Website, Quick Planner, and Meeting App) to ensure accuracy and completeness.
  8. Monitor budgets for assigned programs and projects, ensuring compliance with financial constraints and participating in forecasting as necessary.
  9. Engage in various administrative and support functions, including responding to inquiries and managing general administrative tasks.
  10. Travel to meetings and events throughout the year, providing on-site support to ensure efficient operations, including major annual events.
  11. Perform additional job-related duties 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 efficiently 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.