Meeting Operations Specialist

Meeting Operations Specialist

DIA is a global healthcare association that mobilizes life science professionals from across all areas of expertise to engage with patients, peers, and thought leaders in a neutral environment on the issues of today and the possibilities of tomorrow. We envision a world where powerful health interventions and health-management tools are rapidly discovered, developed, approved, and made accessible to all.

It is an exciting time to join DIA as we lead the life sciences industry into the future of truly global and digitally enabled knowledge sharing and creation. By joining DIA, you join our mission to drive better health solutions for patients and stay at the forefront of the healthcare revolution. Candidates must live within commuting distance of the DIA Washington, DC office.

We are seeking an organized, collaborative, and energized Meeting Operations Specialist to be at the heart of DIA Americas meetings, supporting day-to-day operations with a strong focus on meeting registrations and database management. This role is ideal for someone who enjoys working in data while also engaging with external stakeholders to deliver a seamless event experience.

Join us in our important mission to drive healthcare innovation and raise the level of health and well-being worldwide! As the Meeting Operations Specialist you will:

• Event Registration & Meeting Support
  • Provide Specialty and Annual Meeting event registration support, including onsite registration support at Specialty Meetings and managing the registration system for Annual Meeting as the lead between DIA and 3rd party vendor.
  • Prepare and track registration rates/history, pacing, and forecasting and report financials for Americas portfolio; create and assign all MDAs for all Americas products, as well as manage set-up and maintenance of account codes; set up and maintain all discount codes and purchasing groups across products.
  • Create and manage registration processes for special rate categories, including maintenance of all ancillary registration forms; review, approve, and send for process all manual rates for meetings as needed (i.e., patients, students, comps, etc.); conduct registration audits for the events and ensure customers are registering at the appropriate rate.
  • Coordinate contact for attendees for those that register after meeting communications have gone out; facilitate validation checks on all event set-ups to ensure online order process is working; assist with DIA Global App maintenance and support for all Americas Specialty and Annual Meetings regarding audits, etc.
• Hotels & Exhibitor Coordination
  • Monitor and track pick-up reporting for hotel contracts including attrition, housing block, and estimates on commission earned. Reach out to customers with outstanding registrations.
  • Ensure exhibitor housing blocks are in line with anticipated number of booth personnel.
  • Periodically review contracted hotels to ensure DIA hotel rate is the lowest rate available, and document any inconsistencies as needed.
  • Monitor ancillary exhibitor events with hotel to include in RFP process.
• Travel, Expense & Vendor Management
  • Point of contact for booking supported speaker travel through Concur Travel Solutions and travel agency that handles speaker/staff travel.
  • Reconcile AMEX bill regarding speaker travel, team charges, etc.
  • Manage 3rd party vendors to provide timely and accurate information.
  • Manage 3rd party onsite registration provider to ensure scheduled setup and proper training for onsite registration staff.
• Communication & Stakeholder Collaboration
  • Manage Global Supporter communications, as the liaison between company and DIA staff
  • Ensure high level of service to participants to maintain loyalty and increase revenues.
  • Work cross functionally to set up events.
• Logistics & Operational Support
  • Coordinate all equipment, inventory, and shipments for meetings.
  • Create and/or maintain documentation of program-related administrative procedures to facilitate adherence to standard process.
  • Support Annual Meeting and Specialty Meetings as needed; attendance at Annual Meeting is required.
  • Other responsibilities as assigned.

Employment Type: Full-time exempt, salary range $55,000.00 - $65,000.00. Various factors are taken into account when determining the final pay for a position. These factors include, but are not limited to, relevant work experience, skills, certifications, competencies aligned with the role, educational background, internal equity, and external market analysis.

To join us you should have:

• Bachelor's degree required.
• At least 3 years of professional experience, including a minimum of 1 year supporting events.
• Experience with registration, room block management, budgeting, and advanced Excel skills preferred.
• Proficient in Microsoft Office, Power BI, and AMS Personify; InDesign is a plus.
• Strong customer service background with the ability to deliver a high-touch experience.
• Comfortable interacting with individuals across all organizational levels (including C-suite) and diverse global cultures.
• Ability to travel as needed.
• Fluent in English; additional language skills are a plus.

DIA offers an excellent total rewards package and perks including:

• Competitive compensation including incentive bonus
• Robust benefits with employer HSA contribution
• Employer 401(k) match
• Generous PTO plan – goes up each year
• 8 Holidays and 3 Floating Holidays
• 3 Wellness Days
• Flexible hours and hybrid work environment (on-site Tuesday, Wednesday, and Thursday)
• Paid parental leave
• Charitable donation matching