Meeting Coordinator

Summary The Coordinator, Meeting Operations coordinates logistics for the American Academy of Otolaryngology-Head and Neck Surgery's primary annual meetings as well as smaller meetings and events. The Coordinator, Meeting Operations reports to the Chief of Programming & Partnerships. This is a hybrid role, in-person in Alexandria, VA, three days per week (Monday, Tuesday, Wednesday). Key Responsibilities Coordinates logistics for the Academy's primary event, the AAO-HNS Annual Meeting & OTO Experience, plus smaller meetings and events. Coordinates pre-event and onsite logistics related to special events and Committee/Board meetings occurring at the Annual Meeting & Expo. Works with conference vendors to ensure high-quality services and performance prior to and during the event. Provides support for specialty societies with meetings in conjunction with the Annual Meeting. Performs onsite conference tasks, such as session room and event checks. Provides content and updates/edits for marketing materials for onsite Annual Meeting & Expo communications. Assembles and coordinates event materials shipments. Completes the billing process for all contracted hotels for the Annual Meeting. Conducts inventory of meeting supplies and materials (awards, badge holders, ribbons, badges, etc.). Researches and presents options/recommendations for event vendors. Reviews for accuracy and processes vendor invoices. Provides general administrative assistance within the BU, including monitoring and responding to email inquiries, taking and distributing meeting minutes, assisting with tasks related to Board of Directors meetings, creating Staff Essentials Handbook for onsite staff at Annual Meeting, maintaining project management and SharePoint sites, maintaining digital files for meeting and vendors, participating in and coordinating travel for site visits and face-to-face meetings, and assisting with planning and/or executing staff events as assigned. Travel as required. Required Qualifications Associate's or Bachelor's degree in related field (relevant experience and/or certifications may be substituted for a degree). 2+ years of relevant experience, preferably working in association exhibits and/or sponsorship corporate support. Experience with medical and/or scientific association exhibits and meetings. Experience working with Cadmium or other meeting management software. Proficiency in MS Office (Word, PowerPoint, Excel, Outlook, Teams, SharePoint, etc.). Excellent team player, willing to assist staff members as assigned. Able to learn new skills and information and put to immediate use. Able to swiftly change priorities and adapt to change. High level of productivity with multiple, concurrent projects; dependable and able to meet due dates and deadlines. Strong interpersonal skills, demonstrated ability to establish and maintain positive working relationships with others (both internally and externally), and to maintain professional demeanor when under pressure. Excellent verbal and written communication skills. Ability to travel, up to 25%. Working Conditions This is a hybrid role, in-office in Alexandria on Monday, Tuesday, and Wednesday, and remote on Thursday and Friday. Benefits We are proud to offer an excellent benefits package to eligible employees, including: Medical, dental, and vision insurance 9% contribution from the organization to your 403b plan after your first year of service 5 weeks of paid time off (PTO) and 11 paid holidays Paid parental leave Parking/public transportation allowance Organization‑paid life, long‑and short‑term disability insurance Medical and dependent care flexible spending accounts Pre‑paid legal services Pet insurance Workplace flexibility, including a hybrid work environment Professional development opportunities and tuition/certification reimbursement The American Academy of Otolaryngology-Head and Neck Surgery is an Equal Opportunity Employer. #J-18808-Ljbffr