Conference Logistics Lead

American Epilepsy Society; Chicago (IL); On-site; USD 65,000 - 90,000; Full time

Job summary

The American Epilepsy Society seeks a dedicated Meeting Planner to support AES conferences, annual meetings, and related events. You will handle logistics, registrations, housing, and travel, coordinating with vendors and internal teams to ensure flawless execution.

The role requires at least five years of progressive meeting planning experience, preferably in not-for-profit settings, plus strong organizational and communication skills.

Qualifications

• Five or more years in meeting planning and conference logistics.
• Not-for-profit or association experience preferred.
• Detail-oriented with strong written and verbal communication.
• Ability to manage vendors, venues, and cross-departmental teams.

Responsibilities

• Plan, coordinate, and support conferences, board and committee meetings, and staff retreats.
• Manage logistics such as space, AV, food & beverage, housing, and transportation.
• Coordinate conference registrations, housing, and communications with vendors.
• Arrange travel for speakers, staff, board, volunteers, and exhibitors.
• Work cross‑departmentally to track requirements, timelines, and deliverables.
• Maintain project plans, schedules, and space/layout documentation.
• Provide on-site support and resolve logistical issues during events.
• Monitor budgets and expense reports for financial control.

Skills

Meeting planning

Cross-functional collaboration

Budget & logistics

Vendor coordination

Project management

Tools

Microsoft Office

Adobe Acrobat

Project management tools

Event management platforms

Travel & housing systems

Job description

The American Epilepsy Society seeks a dedicated Meeting Planner to support AES conferences, annual meetings, and related events. You will handle logistics, registrations, housing, and travel, coordinating with vendors and internal teams to ensure flawless execution.

The role requires at least five years of progressive meeting planning experience, preferably in not-for-profit settings, plus strong organizational and communication skills.