Meetings Associate

Society of Interventional Radiology•Fairfax, VA

13h•Hybrid

About The Position

The Meetings Associate independently coordinates and executes the day-to-day operational logistics for assigned standalone conferences and smaller multi-day medical meetings, from pre-planning through onsite execution and post-event closeout. The role works under the direction and oversight of the Manager, Program Logistics and supports the broader logistics team in delivering the Annual Scientific Meeting and other major programs. The position is based in the D.C. Metro area, with the candidate required to live within 10 miles of SIR’s Fairfax, Virginia office and work onsite there as needed. The role involves travel to at least seven meetings annually, including a nine-day Annual Meeting. The work takes place in a small, fast-paced open office with moderate noise and frequent interaction with staff and physician members or board representatives. It involves extended use of phones and computers, general mobility around the facility, and lifting up to 25 pounds. The Society of Interventional Radiology is a professional medical society supporting more than 8,100 interventional radiology physicians, trainees, 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 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 and accurate results.
Ability to identify, implement, monitor, and execute work plans for assigned activities, goals, and objectives.
Proficiency with Microsoft Office Suite, relational databases, and web applications.
Excellent customer service, problem-solving, and judgment skills.
Knowledge of basic project management principles.
Bachelor’s degree, or at least 4 years of successful demonstrated work experience and/or education program implementation in lieu of a degree; this qualification is described as preferred.
Must be local to the D.C. Metro area, within 10 miles of the SIR office, and able to work in the Fairfax office as needed.
Ability to travel to at least seven meetings annually, including an Annual Meeting lasting 9 days.
Ability to lift up to 25 pounds and move through the facility.
Ability to use phones and computers for extended periods and to use office equipment and communication technologies for conference calls, teleconferences, and webinars.

Nice To Haves

Experience with multi-day conferences or association meetings.
Experience in a member-based organization.
Experience with Social Tables and Smartsheet.
Experience using content, learning, or association software.
Experience using Zoom Webinar.
Knowledge of Cadmium.
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, according to 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 events to individual cost centers according to budgets.
Execute corporate space requests for meetings, coordinating across departments and with corporate partners.
Serve as the primary liaison to external groups that meet in conjunction with SIR meetings.
Solicit and track faculty and leadership expense reports.
Help maintain 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, including registration creation and monitoring, speaker management, attendee communications, event implementation, and webinar logistics.
Travel to at least seven meetings annually, including the nine-day Annual Meeting.
Perform other duties as assigned.