The Association for association professionals in Chicagoland

The American Academy of Otolaryngology-Head and Neck Surgery is seeking a Coordinator, Meeting Operations. The Coordinator, Meeting Operations coordinates logistics for the Academy’s primary annual meetings as well as smaller meetings and events. This position reports to the Chief of Programming & Partnerships.

This position is hybrid with Monday/Tuesday/Wednesday onsite in Alexandria, VA and Thursday/Friday remote.

• Coordinates logistics for the Academy’s primary event, the AAO-HNS Annual Meeting & OTO Experience, plus smaller meetings and events
• Coordinates pre-event and onsite logistics related to special events and Committee / Board meetings occurring at the Annual Meeting & Expo
• Works with conference vendors to ensure high quality services and performance prior to and during the event
• Provides support for specialty societies with meetings in conjunction with the Annual Meeting
• Performs onsite conference tasks, such as session room and event checks
• Provides content and updates / edits for marketing materials for onsite Annual Meeting & Expo communications
• Assembles and coordinates event materials shipments
• Complete the billing process for all contracted hotels for the AAO-HNS Annual Meeting
• Conducts inventory of meeting supplies and materials (awards, badge holders, ribbons, badges, etc.)
• Researches and presents options for / recommends event vendors
• Reviews for accuracy and processes vendor invoices
• Provides general administrative assistance within the BU, including monitoring and responding to email inquiries, taking and distributing meeting minutes, assisting with tasks related to Board of Directors meetings, creating Staff Essentials Handbook for onsite staff at Annual Meeting, maintaining project management and SharePoint sites, maintaining digital files for meeting and vendors, participating in and coordinating travel for site visits and face-to-face meetings, and assisting with planning and / or executing staff events as assigned

Requirements

• Associate’s or Bachelor’s degree in related field (relevant experience and/or certifications may be substituted for a degree)
• 2+ years of relevant experience, preferably working in association exhibits and / or sponsorship corporate support
• Experience with medical and / or scientific association exhibits and meetings
• Experience working with Cadmium or other meeting management software
• Proficiency in MS Office (Word, PowerPoint, Excel, Outlook, etc.)
• Excellent team player, willing to assist staff members as assigned
• Able to learn new skills and information and put to immediate use
• Able to swiftly change priorities and adapt to change
• High level of productivity with multiple, concurrent projects; dependable and able to meet due dates
• Strong interpersonal skills, demonstrated ability to establish and maintain positive working relationships with others, both internally and externally, and to maintain professional demeanor when under pressure
• Excellent verbal and written communication skills

Some domestic travel is required.

The American Academy of Otolaryngology-Head and Neck Surgery is an Equal Opportunity Employer.

About American Academy of Otolaryngology-Head and Neck Surgery

The American Academy of Otolaryngology–Head and Neck Surgery (AAO-HNS) is one of the world’s largest organizations representing specialists who treat the ears, nose, throat, and related structures of the head and neck. Otolaryngologist–head and neck surgeons diagnose and treat medical disorders that are among the most common affecting patients of all ages in the United States and around the world. Those medical conditions include chronic ear disease, hearing and balance disorders, hearing loss, sinusitis, snoring and sleep apnea, allergies, swallowing disorders, nosebleeds, hoarseness, dizziness, and tumors of the head and neck as well as aesthetic and reconstructive surgery and intricate micro-surgical procedures of the head and neck. The Academy has approximately 13,000 members.

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