Meeting Planner

American College of Emergency Physicians; Irving (TX); Hybrid; USD 50,000 - 70,000; Full time

Benefits offered by this job

Medical, dental, and vision insurance

Retirement plan

Flextime

Hybrid work schedule

Best Place for Working Parents 2025

Job summary

American College of Emergency Physicians in Irving, TX seeks a Meeting Planner to organize ACEP’s educational meetings, including the annual Scientific Assembly. The role involves creating function and sign orders, agendas, and managing AV/catering while meeting deadlines and budgets.

The ideal candidate has a high school diploma and 3+ years of meetings or event experience, including large conferences. Hybrid work is available; travel and lifting up to 50 lbs may be required.

Qualifications

• High school diploma or equivalent.
• Minimum 3 years’ meetings or event experience, including exhibits, project management, meeting deadlines, balancing multiple priorities, and working with outside vendors.
• Experience with large-scale conferences is a must.
• Proficiency with Microsoft Office applications.
• Ability to travel as required for meetings.
• Ability to occasionally lift up to 50 lbs.

Responsibilities

• Create function and sign orders with project management software.
• Create meeting agendas.
• Manage audio-visual and catering requirements.
• Adhere to venue/vendor deadlines.
• Maintain expense tracking systems and budget monitoring.
• Handle onsite logistics for meetings and hotel pickup.
• Oversee onsite registration as needed.
• Process post-event invoices for the Finance department.

Skills

Microsoft Office proficiency

Education

High school diploma or equivalent

Job description

The American College of Emergency Physicians (ACEP) is the national medical society representing emergency medicine. Through continuing education, research, public education, and advocacy, ACEP advances emergency care on behalf of its 41,000 emergency physician members, and the more than 150 million Americans they treat on an annual basis.

Located in Irving, Texas, we offer paid insurance plans (medical, dental, and vision), retirement, flextime, and more. This role is not open to fully remote applicants; only candidates in the DFW, TX area will be considered. A hybrid schedule of both in-office work and work-from-home hours is available.

The Meeting Planner assists in organizing and implementing ACEP’s educational meetings, conferences, and events. This role is essential in planning ACEP’s annual conference (Scientific Assembly) as well as other educational meetings throughout the calendar year.

This role’s responsibilities include (but are not limited to) creating function and sign orders with project management software, creating meeting agendas, managing AV and catering requirements, adhering to venue/vendor deadlines, maintaining expense tracking systems, budget monitoring, onsite logistics for meetings, hotel pickup, onsite registration as needed, and processing post-event invoices for the Finance department.

Our ideal candidate has…

• A high school diploma or equivalent.
• A minimum of 3 years’ meetings or event experience, including exhibits, project management, meeting deadlines, balancing multiple priorities, and working with outside vendors (travel agencies, hotels, catering, and other suppliers). Experience with large-scale conferences is a must.
• Proficiency with Microsoft Office applications.
• Ability to travel as required for meetings.
• Ability to occasionally lift up to 50 lbs.

Other desired qualifications include strong attention to detail, prior experience working with vendors, demonstrated ability to work independently, and experience working for medical meetings.

We are an E-Verify and equal opportunity employer who prizes diversity and inclusion. We offer a tobacco-free environment.

Designated 'Best Place for Working Parents' for 2025!