Position Summary: This position is responsible for providing project and administrative support to the Meetings and Events Team and Operations Team. The position requires an ability to interact with external constituents and internal staff (at all levels), manage multiple projects/deadlines effectively, and a desire to serve as a key member of a high performing team, including a Meetings and Events department that supports over 70 meetings annually. This position reports to the Director of Organizational Operations.
Meetings and Events Support
Support the department in preparing and executing various meetings including Board of Directors meetings, Executive Committee Retreat, ABMS Conference, Committee meetings, and other ancillary meetings as needed.
Provide research on venues, activities, and gifts related to upcoming meetings and events.
Prepare meeting materials including name badges, tent cards, signage, thank you cards, and attendee bag assembly.
Assist with updating and maintaining electronic management of invitations, guest management database, and post-event follow-up via means of online system (Cvent).
Assist with management of event speakers and registration.
Assist with planning committee meetings.
Some local and national travel, weekend, and early and/or evening hours are required as needed to support on-site meetings.
Operations Administrative Support
Provides support in coordination with the Operations Coordinator:
Coordinating calendars and schedules of Operations team members
Managing conference calls and meetings
Initial drafting of key communications
Following-up on required emails
Managing travel arrangements and expense reports
Maintaining records and files
Schedules and supports meetings, conference calls, and webinars and coordinates meetings logistics
Skills and Attributes:
Excellent customer service skills, specifically supporting multiple customers is strongly preferred.
Motivated self-starter and team player with strong attention to detail, excellent communication and organizational skills, and strong project management skills.
Ability to work on multiple projects independently, prioritize workload, manage multiple projects, and meet deadlines with minimal supervision.
Solid business writing and editing skills, particularly for review of meeting materials, business correspondence, and presentations.
Ability to work in a vibrant collaborative environment to meet the objectives of ABMS.
All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, national origin, age, protected veteran status, disability status, or genetic information.
Education, Training and Experience:
2-5 years relevant experience required.
Experience in coordinating small- to medium-scale meetings.
Bachelor’s degree required.
Experience with Meetings Software (Cvent) is strongly preferred.
Experience with graphic software (Adobe) a plus.
Excellent skills in MS Office computer programs required.
About American Board of Medical Specialties
The American Board of Medical Specialties (ABMS) works in collaboration with 24 specialty Member Boards to maintain the standards for physician certification. Our focus is on improving the quality of health care to patients, families, and communities by supporting the continuous professional development of physician specialists. We achieve our mission as an organization by helping physicians achieve their potential as providers of quality health care.