Associate, Meeting Planner

Job Description

Job Description

Department: Global Events

Reports to: Associate Director, Content Delivery & Design

Employment Status: Full-Time, Exempt

Job Grade: 04

Direct Reports: Meredith Kaganovskiy

About ISPOR

The International Society for Pharmacoeconomics and Outcomes Research (ISPOR) is a professional society dedicated to health economics and outcomes research (HEOR). It is an international, multi-stakeholder, nonprofit organization committed to advancing HEOR excellence to enhance decision-making for health globally. The Society is recognized as a leading source for scientific conferences, peer-reviewed and MEDLINE-indexed publications, best practice guidance, education, collaboration, and tools/resources in the field. ISPOR's community comprises over 20,000 individual and chapter members from more than 110 countries, representing a wide range of healthcare stakeholders, including researchers, academicians, assessors, regulators, payers, policymakers, the life sciences industry, healthcare providers, and patient engagement organizations. For more than two decades, ISPOR's leadership has served as an unbiased resource and catalyst for innovation in the field.

Position Summary

We are actively seeking an Associate, Meeting Content to assist with program development of large conferences and summits through the management of abstract submissions, speaker and presenter invites, and coordinating communication. You will also be responsible for coordinating meeting content functions within established timelines to achieve efficient processes and excellent customer service. The Associate, Meeting Content will work collaboratively with the Global Events teams and act as a liaison with other ISPOR staff, volunteers, speakers, and vendors. The Associate, Meeting Content performs but is not limited to, the tasks as given below and performs such additional duties as may be assigned.

Essential Duties and Responsibilities

• Lead the submission, editing, updating, and proofing of web content to ensure accurate and engaging information for conference microsites and event pages.
• Assist in preparing and formatting meeting presentations and materials, ensuring high-quality content delivery.
• Collaborate with Content Managers and the Associate Director of Content Delivery & Design to ensure the timely receipt and follow-up of necessary materials, including speaker agreements and presentation content, and handling post-meeting expense reimbursements.
• Organize and manage teleconferences for meeting content discussions, facilitating effective communication for all designated ISPOR meetings.
• Provide support to the abstract submission process to include submission, review, notifications, and presentations for ISPOR conferences including presenter services in accordance with established timelines.
• Manage correspondence and provide customer service to attendees and presenters.
• Coordinate and update program content on various platforms, including the content management system and ISPOR website.
• Assist with program participant (speakers, moderators, presenters etc.) audits and report generation
• Assist with preparing and proofing printed meeting materials and liaison with vendors.
• Oversee the production of the on-site program guide, including working with the program export copy, coordinating the review of copy, managing the copy edits, securing and working with the graphic designer, sourcing printers, and securing print quotes for approval.
• Assist with content and evaluation technology at ISPOR meetings (e.g., conference app, session polling, social Q&A, meeting content evaluation, etc.).
• Provide administrative support to the meeting content teams, maintaining timelines, templates, and documents.
• Manage the planning, coordination, and execution of webinars, ensuring seamless delivery from start to finish. This includes Overseeing all logistical aspects, including scheduling and fulfilling staffing needs for day-of execution, coordinating with internal SMEs, working with Marketing on promotional efforts, and attendee communications.
• Collaborating with speakers, moderators, and technical teams to develop engaging and informative webinar content.
• Facilitating live webinar sessions, providing real-time support and troubleshooting to ensure a smooth experience for all participants. Post webinar recording, clean up, and posting to the website.
• Participate in the continuous improvement and development of processes, best practices, and outcomes to enhance overall team performance and efficiency.
• Serve as support staff at the on-site Poster Help Desk at ISPOR conferences. Responsible for addressing poster presenter questions and providing customer service to poster presenters and attendees.

Qualifications

Minimum Requirements

• Associate's degree.
• 1+ years of progressive administrative work experience.
• Demonstrated ability to manage staff and teams of internal and external stakeholders.
• Persuasive verbal and written communication skills, including communicating with precision and effectiveness across levels and functions.
• Highly professional, customer/member service-driven, and able to exercise diplomacy when dealing with high-level international VIPs.
• Highly proficient in Microsoft Office Suite and ability to learn new technology platforms.
• Excellent judgment and creative problem-solving skills.
• Strong attention to detail and excellent proofreading skills.
• Personal qualities of integrity, credibility, and commitment to the mission of ISPOR.

Preferred Qualifications

• Bachelor's degree.
• 1+ years directly related experience in meeting/event planning and/or abstract management.
• Successful performance in a matrix/cross-functional team environment, with a natural inclination for working collaboratively across teams, cultures, and experience levels.
• Proficiency in foreign languages and global work experience.

Physical Demands and Work Environment

The physical demands described herein are representative of those that an employee must meet to perform the essential functions of this position successfully. Reasonable accommodation may be made to enable individuals with disabilities to perform these functions.

• Travel is required: expected 2-6 times per year, including international travel.
• Must be able to work varied hours as necessary.

Note

This job description in no way states or implies that these are the only duties to be performed by the employee(s) holding this position. Employees will be required to follow any other job-related instructions and perform any other job-related duties requested by anyone authorized to give instructions or assignments. All duties and responsibilities are essential functions and requirements and are subject to possible modification to accommodate individuals with disabilities reasonably. To perform this job successfully, incumbents must possess the skills, aptitudes, and abilities to perform each duty proficiently. Some requirements may exclude individuals who pose a direct threat or significant risk to their health or safety or that of others. The requirements listed in this document represent the minimum levels of knowledge, skills, or abilities. This document does not create an employment contract, implied or otherwise, other than an "at-will" employment relationship.