Meetings Associate
About The Position
The Meetings Associate independently coordinates and executes the day-to-day operational logistics of assigned standalone conferences and smaller multi-day medical meetings, from pre-planning through onsite execution and post-event closeout, under the direction and oversight of the Manager, Program Logistics. The role also supports the broader logistics team in delivering the Annual Scientific Meeting and other major programs. The Society of Interventional Radiology (SIR) is a professional medical society dedicated to optimizing patient care and improving lives through minimally invasive, image-guided treatments. Based in Fairfax, Virginia, SIR represents interventional radiology physicians, trainees, medical students, scientists, and clinical professionals. SIR and its foundation have nearly 50 staff combined.
Requirements
- At least 3 years of progressively responsible experience in meeting and event logistics, including direct responsibility for planning, coordinating, and executing assigned event operations.
- Excellent verbal and written communication skills.
- Strong organization and time-management skills, including the ability to manage multiple tasks and projects, track details, and deliver timely, accurate results.
- Ability to identify, implement, monitor, and execute work plans for assigned activities, goals, and objectives.
- Proficiency in Microsoft Office Suite, relational databases, and web applications.
- Excellent customer service, problem-solving, and judgment skills.
- Experience using Zoom webinar.
- Local to the D.C. Metro area, within 10 miles of the SIR office, and able to work in the Fairfax, Virginia office on an as-needed basis.
- Ability to travel to at least seven meetings annually, including the Annual Meeting, which lasts nine days.
- Ability to lift up to 25 pounds.
Nice To Haves
- Experience with Social Tables and Smartsheet.
- Experience using content, learning, or association software.
- Knowledge of Cadmium.
- A bachelor's degree, or, in lieu of a degree, at least four years of successful demonstrated work experience and/or education program implementation.
- Prior experience in a member-based organization.
- Experience with multi-day conferences or association meetings.
- Knowledge of basic project management principles.
- Experience using Trello or similar project/task management software.
Responsibilities
- Plan and implement smaller conferences, meetings, and events, including pre-planning, onsite execution, post-event follow-up, and evaluation, using project plans and timelines.
- Manage shipping logistics, including packing, printing, unpacking, and inventory coordination for conferences, meetings, and events.
- Use project management dashboards to track tasks and provide regular status updates to the Manager of Logistics.
- Coordinate travel, lodging, and expenses for meeting participants and other business travelers in accordance with travel policies and budget requirements.
- Review meeting invoices and bill event costs directly to individual cost centers based on budgets.
- Execute corporate space requests for meetings by coordinating with internal departments and external corporate partners.
- Serve as the primary liaison to external groups meeting in conjunction with SIR meetings.
- Solicit and track faculty and leadership expense reports.
- Assist with maintaining the meetings and education section of the SIR Annual Scientific Meeting website.
- Serve on cross-departmental teams to coordinate additional meetings and events as needed.
- Conduct research, organize meetings, and request proposals from external vendors.
- Support online live webinars by creating and monitoring registrations and coordinating live event implementation, speaker management, attendee communications, and webinar logistics.
- Perform other duties as assigned.
Stand Out From the Crowd
Upload your resume and get instant feedback on how well it matches this job.
What This Job Offers
Job Type
Full-time
Career Level
Mid Level
