The Association for association professionals in Chicagoland

The American Association of Immunologists (AAI) is one of the world’s largest organizations of immunologists and scientists in related disciplines. Our mission is to improve global health and well-being by advancing immunology and elevating public understanding about the immune system. AAI members are responsible for some of the most significant biomedical discoveries of the past century, including the development of life-saving cancer immunotherapies, antibody therapies, transplant technologies, and vaccines. We support scientists across the field of immunology through knowledge dissemination, community building, advocacy, and public outreach.

SUMMARY:

We are seeking a results-driven meetings planner with experience coordinating large-scale annual meetings, conferences, courses, and special events from planning through execution. Skilled in venue sourcing, RFP development, budget tracking, event logistics, vendor and hotel coordination, function book preparation, registration management, and cross-functional stakeholder communication. Adept at managing multiple projects simultaneously while building strong relationships with staff, volunteers, affiliates, hotels, convention centers, and service providers to deliver seamless, high-quality events.

Annual Meeting:

• Works with Meetings Director to produce final "Function Book" for distribution to vendors such as hotels, convention centers decorator, audio-visual company, and convention and visitors’ bureaus (CVBs) for the Annual Meeting.
• Works with AAI staff to identify meeting requirements for requests for the Annual Meeting events at the convention center and headquarter hotels. Ensure “Function Book” is updated and complete with necessary event specifications and assist in distribution to applicable vendors.
• Assists director with assigning meeting space for AAI staff events and affiliate organizations held at the headquarter hotels and other applicable venues.
• Manage the affiliate requests for meeting space and acts as liaison between headquarter hotels and affiliate organizations.
• Monitor and submit update the Annual Meeting website.

Courses and other events, as Assigned:

• Collect event requirements from AAI staff liaisons and develop RFPs. Review proposals, provide comparison spreadsheet and make recommendation for appropriate venue considering event timing, budget and requirements.
• Works with AAI staff liaison to develop event budgets as necessary.
• Develops timeline and deadlines. Communicates to other departments as necessary.
• Develops and ensures event “Function Book” is updated and complete with necessary event specifications and distributes to applicable vendors. This includes but is not limited to: catering, audio visual, signage, room set, guarantees.
• Manages hotel reservation website for attendees and submits rooming list for speakers, planning committee members and AAI staff.
• Staff the registration desk at courses and other events.

Department Duties:

• Coordinates specific requirements for assigned AAI meetings and conferences.
• Assists director as needed in development of RFPs, comparison, and analysis of department proposals (hotels, service contractors, other vendors).
• Assists with tracking of event budgets and coding/reconciling all invoices related to meetings.
• Interacts with all AAI employees, volunteers and vendors to facilitate positive and productive working relationships.
• Travels to and attends the Annual Meeting, necessary pre-planning meetings and courses as required.
• Other duties as assigned.

• Bachelor’s or Associate’s degree in business communications, event management, marketing or related field or work experience in lieu of degree.
• 3+ years’ experience working in meeting planning, ideally in an association setting.
• Comfort and experience using PowerPoint and Excel. Event management software and relational database skills a plus. 
• Strong verbal and written communication.
• Ability to multitask and juggle multiple projects.
• Excellent customer service skills and grace under pressure.

About The American Association of Immunologists

The American Association of Immunologists (AAI) is one of the world’s largest organizations of immunologists and scientists in related disciplines. Our mission is to improve global health and well-being by advancing immunology and elevating public understanding about the immune system. AAI members are responsible for some of the most significant biomedical discoveries of the past century, including the development of life-saving cancer immunotherapies, antibody therapies, transplant technologies, and vaccines. We support scientists across the field of immunology through knowledge dissemination, community building, advocacy, and public outreach.

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