AASLD is seeking a Coordinator, Meetings to join our Meetings and Sponsorship department. The coordinator will manage in-house meetings and aspects of other meetings as required. He/she will assist with the management of registration for AASLD’s premier meeting, The Liver Meeting®, and provide general administrative support to the Meetings and Sponsorship department. The position supports the engagement of members and other hepatology providers through rigorous scientific meetings and other offerings. Reporting to the Director, Meetings, the Coordinator will work closely with the meetings team, AASLD staff liaisons, and vendors.
Manages request for proposal (RFP) process for hotel and vendor selection
Review’s hotel and vendor proposals and contracts, and negotiate concessions
Monitor’s housing block, pick-up, and cut-off dates
Works with AASLD travel agency to ensure policies and procedures are understood and applied
Prepares and distributes communications for and to meeting participants
Coordinates logistics with vendors including food and beverage, transportation, off-site dinners, and other requirements
Collaborates with AASLD IT Department and staff liaison for audio/visual requirements
Works with AASLD Finance and Administration Department regarding building and office suite policies including room set-up, staff announcements, and security
Serves as onsite lead to ensure successful execution
Reviews, reconciles and submits final billing to Director for approval
Committee and Other Meeting Requests (Off-Site):
Conduct meeting facility research, create RFPs, review proposals, and negotiate hotel and vendor contracts.
Manage meeting logistics to include event resumes/specs, food & beverage, audiovisual set up, meeting space, transportation, and off-site dinners, as well as all special needs (meals, scooters, interpreters, etc.)
Monitor policies and procedures for meeting participants and staff with Travel Agency
Manage housing blocks/pick-up and cut-off dates
Work closely with staff liaison responsible for the committee/meeting
Manage the budget associated with the meeting for logistical needs
Prepare a logistical fact sheet and online housing form for attendees
Review, reconcile and submit final bill(s) for approval
Responsible for post-meeting reporting including data analytics and follow-up
Develop and implement appropriate logistical timelines/deadlines
Manages travel list for speaker and staff travel for all meetings
Primary liaison with Travel Agency
Maintain and update travel guidelines for all meetings
Work with Director to approve travel outside of guidelines
Work with Finance Department to reconcile travel invoices
The Liver Meeting® (Annual Meeting) Registration
Assists with building, programming, and testing registration infrastructure to capture necessary attendee data while streamlining the overall process
Research and create Event Compliance Policies to protect the association and other stakeholders
Creates registration/attendee materials and correspondence
Assists with general registration activities, respond to inquiries, coordinates responses, and follows up with customer call center
Prepares and maintains registration reports and historical files.
Works with Finance Department to identify and issue refunds and fee corrections
Creates and processes invoices for group registrations and wire transfers
Assists with management of onsite registration
Manage ribbon inventory, ordering, and reconciliation across all departments for The Liver Meeting®
Monitors Meeting’s email inbox and provides timely responses and/or re-routes questions to appropriate departments
Creates and oversees logistics/shipping for The Liver Meeting®
Coordinates equipment rental orders (copiers, fax machine, etc.) for The Liver Meeting®
Conducts inventory and orders supplies to support The Liver Meeting Registration desk and staff offices such as badge holders, badge stock, paper, pens, scissors, etc. for the department
Participates in planning/committee meetings and conference calls as needed
Travels to The Liver Meeting®, smaller conferences, and month-out planning meetings to coordinate onsite logistics, registration, and other responsibilities as appropriate or required
Education and Experience
Bachelor’s degree or equivalent work experience. Some positions may only require an Associate’s degree/technical diploma, or other related field equivalent work experience.
The job requires 1-3 years of experience in a similar role.
Skills Needed in Position
Excellent written and verbal communication and proofing skills
Exceptional interpersonal skills; customer service attitude; detail oriented; team player
Ability to meet deadlines, handle multiple tasks and adjust workload to meet shifting priorities
Proficiency in Microsoft Office Suite (Word, Excel, and Outlook), Adobe Acrobat, and web-based services
Overall comfort and with technology and working in and learning different platforms
Communication skills: Clearly and effectively communicating ideas verbally and in writing, including the ability to edit the writing of others. Commitment to keeping stakeholders informed.
Planning and organizing skills: Determining priorities, developing plans to assure the achievement of objectives, and allocating time and resources effectively.
Customer service skills: Providing the highest quality products and services that meet or exceed the needs and requirements of internal and external customers.
Interpersonal skills and emotional intelligence: Building and maintaining effective interpersonal and team relationships with a diverse network of colleagues inside and outside the organization, and with other relevant individuals with whom the organization works (members, the media, other organizations, funders etc.)
To apply, submit your cover letter, salary requirements, and resume to firstname.lastname@example.org.