Administrative Assistant - Meeting Planning

Job Description

Job Description

Summary: The Meeting Planning Administrative Assistant provides ongoing support to all Group Meeting Planning Team team members and Leadership with all aspects of planning, development, execution, and close out of Group Meeting activities. This is a non supervisory, non exempt position.

Position is currently 100% hybrid with 1-2 days/week in office. Successful applicant must be flexible

 

Job Requirements

 

Experience

· Minimum of one (1) year experience in an administrative role

· Meeting planning experience helpful

· Strong computer skills with proficiency in MS Office. Exceptional Excel skills.

· Limited travel may be required.

 

Education

· A Bachelor’s or Associate’s degree preferred from an accredited college or university. Will consider candidates with equivalent work and/or relevant professional experience. 

 

 

Responsibilities

• Assists in numerous activities involved in the bi-annual Group Meeting Planning and other meeting planning, including, but not limited to the following:
• Assists in coordinating the Group Meeting registration process 
• Serves as Group Meeting session liaison for assigned sessions
• Serves as travel coordinator for the Coalition and coordinates, tracks & books travel
• Assists with updating the benefactor’s page upon new commitments of sponsorship
• Review/ pull reports & shares attendance/ hotel reservation/ session registration reports with the Group Meeting Planning Team and Leadership on a weekly basis
• Assists with editing the Group Meeting Prospectus by updating all of the relevant language/information for each upcoming meeting
• Assists with contacting session leaders as needed regarding session logistics
• Assists with obtaining session agendas from session leaders for sessions that they are assigned to
• Creates opening and closing PowerPoint slides for assigned sessions
• Works with the Meeting Planner to capture required information on the Master Spec Sheet 
• Assists with reviewing and reconciling Group Meeting expenses, quotes and final invoices (travel, hotel, AV) for accuracy against the Master Spec Sheet 
• Provides administrative support for Group Meeting including checking voicemail and email and returning calls
• Updates registration database with current attendee contact information
• Attends all required meetings, sets up and participates in all required conference calls, circulates agendas, takes minutes & disseminates the minutes
• Tracks and orders necessary supplies and ensures materials are shipped to/from hotel/ meeting venue
• Researches numerous items (local printing company, give away options, etc.) for best price and quality and orders free samples to be shared with leadership.
• Works with printing company to coordinate all printing needs from inception to completion/delivery
• Assists with checking the accuracy of session times, locations, and assignments
• Provides support at the Group Meetings/ Retreats by assisting with various tasks such as registration, session support, with packing, unpacking and setting up the day prior to the event and at the close of the event, etc.
• Create and update monthly annual event calendars with our Group Meeting dates/ locations and research other important industry meeting dates/ locations; calendars to be provided to Leadership regularly
• Ensure all name badges are printed, alphabetized, and packed/shipped with lanyards
• Maintain up to date Business Travel Expense forms, travel request tracker, work with finance to get correct billing codes, and send forms and instructions to approved travelers & assist with processing travel reimbursement requests
• Performs other administrative duties as requested

\nCompany Description

The Coalition of Cancer Cooperative Groups is a unique nonprofit organization with one mission, improving patient awareness of cancer clinical trials, facilitating access, and promoting participation. Through innovative programs and services, the Coalition examines and confronts key issues impeding cancer research.

The Coalition of Cancer Cooperative Groups was established in 1997 to address improving the cancer clinical trials system. Today, the Coalition is comprised of members from National Cancer Institute-sponsored Cooperative Groups, the country's leading patient advocacy organizations, and thousands of oncology and cancer research specialists. The Coalition also works with its partners in the healthcare industry to streamline and promote cancer clinical trials in both the public and private sectors.

Company Description

The Coalition of Cancer Cooperative Groups is a unique nonprofit organization with one mission, improving patient awareness of cancer clinical trials, facilitating access, and promoting participation. Through innovative programs and services, the Coalition examines and confronts key issues impeding cancer research.\r\n\r\nThe Coalition of Cancer Cooperative Groups was established in 1997 to address improving the cancer clinical trials system. Today, the Coalition is comprised of members from National Cancer Institute-sponsored Cooperative Groups, the country's leading patient advocacy organizations, and thousands of oncology and cancer research specialists. The Coalition also works with its partners in the healthcare industry to streamline and promote cancer clinical trials in both the public and private sectors.