Enter the fast-paced world of association management at the American Society for Surgery of the Hand, a nonprofit medical society in Chicago’s exciting West Loop neighborhood. We have an immediate opening for a Meeting Planner.
Successful candidate will have key role in the planning and execution of the Society’s Annual Meeting and CME courses and will serve an important role in logistics. Exceptional attention to detail, superior organizational skills, excellence in written and oral communication, an ability to learn new technologies quickly, a deep desire to earn the trust of internal and external constituents, and Bachelor’s Degree required. The ideal candidate will have 1-2 years of meeting planning experience. Demonstrated project management competence coupled with motivation and the ability to learn quickly will be considered.
Supportive, collaborative staff culture, technologically advanced organization, innovative office environment, competitive benefits, and flexible work hours. An inclusive work environment, and a very smart, energetic staff make this a great place to work. Send cover letter, resume and salary history to email@example.com or ASSH c/o Kris Delas Armas, 822 West Washington Blvd, Chicago, IL 60607. NO PHONE CALLS.
This position will have a key role in the planning and execution of the Annual Meeting and CME courses and will serve a key role in program development and logistics management of ASSH meetings and events. This position will report to the Chief Meetings and Education Officer.
Primary Responsibilities include:
Annual Meeting (70%)
Program Development and Execution
Work with Annual Meeting-related committees in developing program content that will be presented at the Annual Meeting;
Determine educational sessions that will be awarded Category 1 CME credits and track the CME hours for the annual meeting;
Create the event setups for the annual meeting and CME courses in Salesforce;
Prepare course syllabus for preconference workshop(s) as assigned;
Determine and maintain material provided to faculty and presenters;
Prepare pre-/post test questions for precourses;
Provide input in the creation and development of web content for the annual meeting;
Contribute and implement new and innovative technology solutions to improve work efficiencies and make the annual meeting more marketable to potential attendees;
Participate in determining, evaluating and implementing the marketing and communication plan for the annual meeting;
Lead “green” initiatives for the annual meeting;
Manage Travel Scholarships Program;
Manage meetings inbox.
Provide logistical support in the following areas of the Annual Meeting:
Food and beverage specifications for annual meeting functions
Onsite management of the annual meeting
Selection of outside vendors (temp personnel and security)
Onsite management of outside vendors (temp personnel and security)
Social program (Welcome Reception, International Reception, Council Dinner, additional evening options for attendees)
Finance and Administration
Assist in budget preparation and expense management;
Manage Travel Scholarships Program funding distribution and expense management.
Program Development and Execution
Plan, coordinate and execute CME courses as assigned;
Create and maintain production timeline for assigned courses;
Oversee the event and CME setups of courses in Salesforce;
Develop educational objectives and determine the number of CME credit hours per course;
Prepare website copy for assigned courses;
Work with marketing to develop and implement marketing plan for assigned courses;
Manage speaker correspondence for assigned courses;
Coordinate the organization, production, and finish date of syllabi/course handouts and course evaluations as assigned;
Plan packing and shipping schedules, ensuring the most cost and time effective mode is selected for assigned courses;
Develop on-site forms: CME certificate, receipts, on-site registration form, and others as required;
Coordinate arrangements for industry-sponsored workshops if it is part of the program;
Monitor course registrations, and provide course chairs, surgeon leadership, Chief Executive Officer, Chief Meetings & Education Officer, Chief Marketing Officer with updates on registration counts and trends;
Prepare meeting resume that will be distributed to hotel and a/v provider as assigned;
Prepare and maintain budgets and keep track of expenses incurred for assigned courses;
Keep track of hotel room pickup and possible attrition penalties;
Manage course on-site as assigned;
Review course/meeting-related invoices and process payment;
Develop and disseminate pre- and post-tests to course attendees;
Prepare evaluation questionnaire and summary report template as assigned;
Prepare course executive summary.
Collect pertinent ACCME data on meetings and courses;
Prepare annual ACCME report;
Serve as staff support for all ACCME-related requests.
Knowledge of Microsoft Office (Word, Excel, Outlook)
Excellent written and verbal communication skills
Excellent customer service skills
Ability to work independently or part of a team
Exceptional time management and organizational skills
Strong proofreading skills
High level of professionalism
Willingness to travel
1-2 years of meeting planning experience
Knowledge of Salesforce preferred
Knowledge of ACCME Essentials for Continuing Medical Education preferred
Knowledge of web CMS systems preferred
Telecommuting is allowed.
About American Society for Surgery of the Hand
The American Society for Surgery of the Hand is the oldest and most prestigious medical society dedicated to the hand and upper extremity. Our mission is to advance the science and practice of hand and upper extremity surgery through education, research and advocacy on behalf of patients and practitioners.With more than 4,000 members, our Society is growing every year. ASSH works to promote diversity and professionalism and strives for organizational excellence through a partnership between an enthusiastic and engaged membership and staff.