Meetings Specialist

Society of Critical Care Medicine • Mount Prospect, IL

1d • $50,000 - $60,000 • Hybrid

About The Position

SCCM has a generous remote work policy, and much of this position is work-from-home. However, you must be able to work from the office when your supervisor requires it. You must reside in or plan to relocate to the Chicagoland area. This position does require some travel.

Primary purpose: Coordinates the logistical functions necessary to plan SCCM’s educational and business meetings

Requirements

• Bachelor's degree or equivalent combination of education and experience
• Professional demeanor and demonstration of personal integrity
• Patience and willingness to learn
• Excellent verbal and written communication skills
• Exceptional interpersonal and problem-solving skills
• Basic skills in using Microsoft Office Suite
• Excellent organizational and time management skills

Responsibilities

• Assists the meetings manager in gathering necessary information from staff and volunteers to achieve successful meetings.
• Manages housing materials for staff, vendors, and VIPs attending the annual Congress, in-house meetings, VIP meetings, and other educational programs; compiles housing reports and maintains historical files.
• Develops the request-for-proposal (RFP) process for the selection of meeting vendors, including audiovisual, ground transportation, tours, security, and other vendors to ensure that meetings run smoothly and cost-effectively and coordinates meeting logistics with vendors for meetings.
• Assists the meetings manager with negotiation of hotel and meeting contracts.
• Works with the meetings manager to develop meeting event specifications and food and beverage needs for educational programs to ensure that all parties are informed of the many details required for successful meetings.
• Works with human resources on planning internal social events.
• Assists marketing and publications departments with the development of meeting promotional materials, including collection of information from hotels and convention centers
• Works with the meetings manager to review hotel, convention center, and vendor invoices after Congress to ensure proper charges and coding for each function.
• Manages the processing of vendor invoices after educational programs to ensure proper charges and coding for each function.
• Supports the meetings manager to coordinate logistics of in-house committee meetings, educational courses, and off-site conferences.
• Maintains contact with travel agency, including arranging staff, faculty and committee travel for meetings, courses, and events.
• Oversees attendee management, including travel and hotel and communicates accommodation requests.
• Collaborates with the senior meetings manager on the preparation of Congress and other educational program budgets.
• Coordinates the shipping of staff materials to Congress.
• Provides on-site staff support at meetings as required.

Benefits

• Flexible Work Options: With our generous remote work policy, much of your work will be from home. We value work-life balance, but you’ll need to be able to come into the office when required by your supervisor.
• Generous Paid Time Off: Take advantage of paid vacation and 13 paid holidays each year, plus a summer hours program for that perfect work-life balance.
• Comprehensive Benefits: Enjoy medical, dental, short- and long-term disability, and life insurance coverage to keep you and your family protected.
• Educational Assistance: Continue learning and growing with educational assistance—we’re invested in your personal and professional development.

What This Job Offers

• Job Type: Full-time
• Career Level: Mid Level
• Number of Employees: 101-250 employees