The Association for association professionals in Chicagoland

The Senior Specialist, Annual Meeting & Live Events plays a critical role in the planning, execution, and continuous improvement of the American Burn Association’s (ABA) Annual Meeting and other live educational events. This position serves as a central operational lead, ensuring seamless coordination across program development, speaker management, attendee experience, event logistics, and technology platforms.

This role requires a highly organized, detail-oriented professional who thrives in a fast-paced environment and is comfortable managing complex timelines, multiple stakeholders, and a range of event technologies, including Cadmium, Learning Management Systems (LMS), Association Management Systems (AMS), and advanced Excel-based tracking tools.

Working closely with the Senior Division Director and cross-functional teams, the Senior Specialist supports the development and delivery of high-quality, accredited educational activities aligned with ACCME standards and adult learning best practices. The role ensures that live events are executed with excellence, aligned with strategic goals, and deliver meaningful, outcomes-driven learning experiences for attendees, faculty, exhibitors, and partners. 

This role is designed as a high-impact growth opportunity for an emerging leader in medical education and event management, with a defined pathway to Manager–level responsibilities based on demonstrated performance and organizational needs.

1. Annual Meeting Program, Speaker & Attendee Experience

• Coordinate end-to-end program logistics for the Annual Meeting and assigned live educational events
• Support the design and development of educational sessions aligned with identified practice gaps, learning objectives, and adult learning principles
• Assist in ensuring compliance with ACCME accreditation criteria, including independence, content validation, and appropriate balance
• Manage speaker lifecycle including invitations, disclosures, conflict-of-interest (COI) collection and resolution, and ongoing communication
• Support abstract submission, peer review, and program integration processes in collaboration with volunteer leadership
• Build and maintain detailed program schedules across multiple concurrent sessions and tracks
• Ensure accuracy and consistency of program information across platforms, accreditation materials, and attendee-facing communications
• Support delivery of a high-quality attendee learning experience, including session flow, engagement, and onsite suppor

2. Event Technology & Data Management

• Serve as lead staff for event technology platforms, including Cadmium, LMS, and AMS integrations
• Build and maintain educational activities, session data, speaker records, and accreditation-related content within event systems
• Manage timelines and tracking tools (Excel or similar) for speakers, abstracts, disclosures, and program deliverables
• Support collection and tracking of accreditation documentation (e.g., disclosures, evaluations, learning objectives, outcomes data)
• Coordinate testing, troubleshooting, and optimization of event and education platforms in collaboration with vendors and internal teams
• Support integration of live and enduring education content into LMS platforms, including evaluation and credit claiming workflows
• Identify opportunities to improve processes, reporting, and learner engagement through technology and system enhancements

3. Live Event Operations & Logistics

• Coordinate logistics for live events including room setups, audiovisual needs, signage, and session transitions
• Serve as onsite lead for assigned components of the Annual Meeting and other events
• Develop and manage detailed run-of-show documents and production timelines
• Coordinate with venues, vendors, and internal stakeholders to ensure seamless execution
• Anticipate and resolve operational issues in real time, ensuring a high-quality event experience

4. Project Management & Coordination

• Manage multiple concurrent projects with competing deadlines and priorities
• Develop and maintain project plans, timelines, and tracking systems
• Coordinate meetings, agendas, and follow-up actions for committees and internal teams
• Maintain organized documentation for program materials, communications, and event assets
• Ensure timely completion of deliverables across all phases of event planning and execution

5. Cross-Functional Collaboration & Stakeholder Engagement

• Partners with other internal staff across Education, Membership, Communications, Corporate Development and Finance teams to support integrated event delivery
• Collaborate with marketing teams to ensure accurate and timely promotion of events
• Support coordination with industry partners, exhibitors, and sponsors as needed
• Serve as a key liaison to volunteer leaders, faculty, and vendors
• Contribute to post-event evaluations and continuous improvement efforts

6. Financial & Operational Support

• Support tracking event budgets, expenses, and invoices in coordination with Finance
  Assist with vendor coordination and payment processes
• Monitor expenses to ensure alignment with budget expectations
• Contribute to operational planning and process improvements for future events

• Bachelor’s degree or equivalent experience required
• 3–5+ years of experience in meeting planning, medical education, event management, or program coordination
• Demonstrated ability to manage multiple priorities, timelines, and stakeholders in a fast-paced environment
• Experience with event and education technologies such as Cadmium, LMS platforms, AMS systems, or similar tools preferred
• Strong proficiency in Excel and ability to manage detailed tracking systems and data
• Experience supporting complex meetings, conferences, or educational programs; multi-track event experience preferred
• Experience working with physicians, healthcare professionals, or scientific/clinical programming preferred
• Experience supporting accredited continuing medical education (CME/CE) activities or familiarity with ACCME or similar accreditation frameworks preferred

Key Qualities

• Highly organized with exceptional attention to detail and strong follow-through
• Strong project management skills with the ability to manage multiple complex initiatives simultaneously
• Technologically savvy with a high level of comfort learning and optimizing new systems and platforms
• Understanding of, or strong interest in, accredited continuing education, adult learning principles, and outcomes-based education
• Solutions-oriented mindset with the ability to anticipate needs and proactively address challenges
• Effective communicator with strong interpersonal skills and confidence working with clinical faculty and volunteer leaders
• Customer service–oriented approach with a focus on delivering an excellent attendee and learner experience
• Collaborative team player who builds trust across departments and contributes to a positive team culture
• Demonstrates initiative, ownership, and a desire to continuously improve processes, systems, and educational outcomes
• Adaptable and resilient in a fast-paced, high-expectation environment, particularly during live events
• Professional judgment with the ability to handle sensitive information with discretion
   Mission-driven, with a commitment to advancing burn care through high-quality education
• Adaptable and resilient in a fast-paced, high-expectation environment, particularly during live events
• Professional judgment with the ability to handle sensitive information with discretion

About American Burn Association

The American Burn Association is a not-for-profit professional membership organization. Our mission is to improve the lives of everyone affected by burn injury. Our over 2,000 multi-disciplinary members include physicians, nurses, therapists, social workers, fire fighters and others who are part of the burn care team. Our staff of 13 works collaboratively as a team, and closely with our dedicated volunteers, to advance the field through education, research, improving quality care, advocacy, prevention and member services. We are located in the Chicago south loop just blocks from the train station. In addition to a competitive salary, we offer health, dental and vision insurance as well as disability and life insurance and a 401k matching program. Equal Opportunity Employer: Disability/Veteran

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