Career Center

Reporting Structure

The Coordinator, Meeting Operations reports to the Senior Manager, Meeting Operations

Qualifications

Bachelor’s or Associate degree with at least 2+ years of meetings and/or special events experience preferred. Past experience working in association exhibits and/or sponsorship support, experience working with healthcare or scientific professionals. Experience with Cadmium or other exhibit management software a plus. Strong organizational skills and ability to coordinate a high volume of details and a variety of projects needed. Excellent customer service, problem-solving and interpersonal skills with ability to work independently as well as part of a team are expected. Excellent written and verbal communication skills and computer proficiency with Microsoft Office Suite required.

Key Responsibilities

• Coordinates logistics for AAO-HNS’s primary event, the AAO-HNS Annual Meeting & OTO Experience, plus smaller meetings and events
• Provides administrative support to a specialty committee, which includes but is not limited to preparing meeting correspondence, sending meeting notifications, organizing and confirming meeting arrangements, and taking and distributing meeting minutes
• Coordinates pre-event and onsite logistics related to special events and Committee/Board meetings occurring at the Annual Meeting & Expo
• Coordinates with conference vendors to ensure high quality services & performance prior to and during the event
• Performs onsite conference tasks such as session room and event checks
• Provides content and updates/edits for marketing materials for onsite Annual Meeting & Expo communications
• Collects from AAO-HNS departments and posts content on the AAO-HNS Annual Meeting & Expo website
• Assembles and coordinates event materials shipments
• Conducts inventory of meeting supplies and materials (awards, badge holders, ribbons, badges, etc.)
• Researches and presents options for / recommends event vendors
• Reviews for accuracy and processes vendor invoices
• Provides general administrative assistance within the Meetings Department, including:

• • Monitors and responds to meetings department email inquiries
  • Takes and distributes minutes for department meetings
  • Assists Meetings staff with tasks for Board of Directors meetings
  • Maintains department project management and SharePoint sites
  • Maintains pace reports for event data
  • Maintains digital files for meetings and vendors
• Participates in and coordinate travel for site visits for face-to-face meetings
• Assist other departments with their events, as assigned
• Assist with planning and/or executing staff events, as assigned

 Specific Duties

• Create and manage department timeline for all meeting related due dates and tasks
• Prepare agenda and take meeting minutes for weekly department meetings
• Monitor internal department emails to answer general questions in a timely manner
• Plan site visits with city CVBs, prepare travel itineraries, flights, and any other needed travel documents for the department
• Establish and maintain processes and systems in accordance with the Academy’s requirements and meeting industry best practices to ensure consistency, efficiency, and professionalism in meeting management
• Consistently demonstrate courteous, cooperative, and helpful behavior to all contacts, internal and external
• Duties and responsibilities may be added, deleted, or changed at any time at the discretion of management, formally or informally, either orally or in writing

Travel Requirements

Approximately 10% travel will be required. 7-10 days out-of-town travel for Annual Meeting plus site visits to future meeting destinations.

Please submit your resume, cover letter and salary expectations through one of the following options (applications without this information may not be considered).

Email: Attach a Word document or copy and paste your cover letter and resume.

Mail: AAO-HNSF, 1650 Diagonal Road, VA 22314-2857 Attention: Human Resources

Fax: 1-703-683-5100

About American Academy of Otolaryngology-Head and Neck Surgery

The American Academy of Otolaryngology – Head and Neck Surgery http://www.entnet.org one of the oldest medical associations in the nation, represents around 12,000 physicians and allied health professionals who specialize in the diagnosis and treatment of disorders of the ears, nose, throat, and related structures of the head and neck. The Academy serves its members by facilitating the advancement of the science and art of medicine related to otolaryngology and by representing the specialty in governmental and socioeconomic issues. The organization’s mission is “Empowering otolaryngologist-head and neck surgeons to deliver the best patient care.”We take pride in our excellent benefits package offered to eligible employees, which includes medical, dental, and vision coverage. We also provide short and long term disability insurance, life insurance, flexible spending accounts, 403(b) retirement plan, credit union membership, five weeks of PTO, and nine holidays, compressed work schedules and flexible scheduling. We offer a business casual dress environment, free parking, commuter benefits, and walking distance to the King Street Metro. We are proud to be an equal opportunity employer.

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