Associate, Meeting Planner

Ispor•Lawrenceville, NJ

About The Position

The International Society for Pharmacoeconomics and Outcomes Research (ISPOR) is seeking an Associate, Meeting Content to assist with program development of large conferences and summits. This role involves managing abstract submissions, speaker and presenter invites, and coordinating communication. The Associate, Meeting Content will be responsible for coordinating meeting content functions within established timelines to ensure efficient processes and excellent customer service. This position will work collaboratively with the Global Events teams and act as a liaison with other ISPOR staff, volunteers, speakers, and vendors.

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.

Nice To Haves

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.

Responsibilities

Lead the submission, editing, updating, and proofing of web content for conference microsites and event pages.
Assist in preparing and formatting meeting presentations and materials.
Collaborate with Content Managers and the Associate Director of Content Delivery & Design to ensure 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.
Provide support to the abstract submission process, including submission, review, notifications, and presentations for ISPOR conferences, and presenter services.
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, including overseeing logistical aspects, scheduling, fulfilling staffing needs, coordinating with internal SMEs, working with Marketing on promotional efforts, and attendee communications.
Collaborate with speakers, moderators, and technical teams to develop engaging and informative webinar content.
Facilitate live webinar sessions, providing real-time support and troubleshooting.
Post webinar recordings, clean up, and post to the website.
Participate in the continuous improvement and development of processes, best practices, and outcomes.
Serve as support staff at the on-site Poster Help Desk at ISPOR conferences, addressing poster presenter questions and providing customer service.