Meetings Associate

ASCO•Alexandria, VA

16d•Hybrid

About The Position

ASCO has an exciting opportunity for a highly organized and service-oriented Meetings Associate to support the planning and delivery of meetings that bring together the global oncology community. As part of our Meetings Department, the Meetings Associate will play a key role in ensuring events are executed seamlessly – supporting both the big-picture logistics and the critical details that make every meeting a success. This role is ideal for someone who thrives in a fast-paced, collaborative environment, and takes pride delivering exceptional customer service while keeping multiple priorities moving forward. If you enjoy being the behind-the-scenes force that keeps meetings running smoothly and supporting meaningful, mission-driven events, we’d love to hear from you! This position is hybrid with a primary location in Alexandria, VA.

Requirements

Bachelor’s degree or equivalent years of experience
1 year of related administrative experience
Proficiency with Microsoft Office applications and comfortable learning new technology

Nice To Haves

Customer service and/or hospitality/service industry experience
Prior experience working in fast-paced environments with a sense of urgency
Strong communication skills, including written, with ability to clearly convey and receive information
Excellent customer service and interpersonal skills with professional, friendly, enthusiastic attitude
Adaptable to different work styles and able to work with various different stakeholders and personalities, taking direction from multiple people
Commitment to work effectively within a team environment to meet timelines and deliverables with a focus on customer service
Excellent organizational skills and attention to detail
Excellent time management skills with a proven ability to meet deadlines, multi-task and prioritize to achieve goals and objectives
Receptive to open and regular feedback
Willingness and ability to learn new technologies and tasks that are added to workload
Strong analytical and problem-solving skills

Responsibilities

Provide administrative support to the Meetings Department, including tracking department credit card expenses and other duties as needed.
Coordinate and schedule appointments, including recurring routines, monthly meetings, ASCO holidays, and meeting-specific appointments.
Provide ongoing logistical support for all ASCO Meetings including developing 101 documents and coordinate review from staff, coordinate shipping (including outreach to staff, drafting instructions, creating manifests, printing labels, etc.), department supply orders, and other duties as assigned.
Provide logistical support the conference center team, such as: creating function sheets, ordering catering, making housing accommodations, and providing in-person support to meetings in the ASCO Conference Center.
Content entry and maintenance of the Calendar of Events on ASCO.org.
Assist with Annual Meeting logistics tasks as needed.
Provide superior customer service to both internal and external customers both in person, in email and by phone, including answering the Meetings customer service phone line and responding to emails in the general Meetings Services email account.