Director, Association Operations and Meetings

ACS•Chicago, IL

5d•Hybrid

About The Position

The Director of Association Operations and Meetings provides strategic leadership and operational oversight for the Eastern Association for the Surgery of Trauma (EAST) administrative functions and meetings/events portfolio. This role ensures the successful planning and execution of conferences, board and committee meetings, and member events, while also overseeing administrative systems, governance support, and operational infrastructure that advance the association’s mission and strategic goals objectives. The position serves as a key member of the leadership team and works collaboratively across departments to enhance member engagement, operational efficiency, and financial sustainability. This exempt position will report to the Executive Director, EAST. It is based in our Chicago office and is a hybrid role: 3 days per week in the office/2 days per week remote. The anticipated salary range for this position is $103,500 - $115,000 (commensurate with related experience).

Requirements

Bachelor’s degree or higher from an accredited college or university is strongly preferred.
At least 5 -10+ years of progressive experience in association administrative and meetings management is required.
Experience managing complex meetings, conferences, operational processes, and vendor relationships is required.

Nice To Haves

Experience supporting governance operations, volunteer leadership, committee management, and budget administration preferred.

Responsibilities

Provide leadership for day-to-day association operations, ensuring effective administrative support and operational efficiency.
Support the Executive Director in governance administration, including Board and committee operations, agenda development, board materials, minutes oversight, policy tracking, and governance compliance.
Coordinate Executive Committee meeting logistics, scheduling, communications, and operational follow-through.
Translate Board-approved priorities into operational work plans and implementation timelines.
Identify and implement process improvements and operational efficiencies to maximize staff and organizational resources.
Serve as a key operational contact for member inquiries, vendor management, and issue resolution.
Manage budget administration and financial operations in partnership with the Executive Director and EAST Treasurer.
Monitor expenses, forecasting activities, invoice approvals, and audit coordination processes.
Partner with contracted accounting and auditing resources to support financial reporting and compliance activities.
Support operational decision-making through effective management of organizational resources and meeting-related expenditures.
Supervise and develop administrative coordinator staff through performance management, coaching, and professional development.
Provide leadership and direction to administrative coordinator staff, volunteers, and vendors supporting operational and meeting activities.
Establish priorities, allocate resources, and support collaboration across operational functions.
Promote accountability, teamwork, and service excellence across administrative and meeting operations.
Serve as lead staff liaison to the Annual Scientific Assembly Committee and the Member Recruitment and Retention Committee.
Collaborate with Committee Chairs to support committee goals, meeting coordination, communications, and operational execution.
Assist with preparation of Board reports, conference calls, and committee materials.
Provide operational guidance and support to volunteer leaders and committee stakeholders.
Oversee operational planning and logistics for the EAST Annual Scientific Assembly and related meetings and events.
Manage abstract submission processes, educational session proposal administration, committee scoring coordination, and Program Planning Meeting logistics.
Direct meeting operations including audiovisual coordination, registration oversight, exhibits management, housing management, food and beverage planning, shipping logistics, and onsite execution.
Coordinate contracts, vendor relationships, and venue logistics to support successful meeting outcomes.
Support future meeting planning activities, including site visits, venue coordination, and operational assessments.
Ensure meetings and events are executed within approved budgets, timelines, and organizational standards.
Manage relationships with vendors, contractors, venues, and service providers to ensure operational effectiveness and quality service delivery.
Serve as a primary liaison with ACS registration and exhibits management contacts and external operational partners.
Partner with the Executive Director and organizational leadership to support operational priorities and strategic initiatives.
Coordinate cross-functional communication and collaboration to ensure successful operational execution across programs and meetings.