Meetings and Event Coordinator

The Regional Municipality of Durham; Columbia (MD); Hybrid; USD 50,000 - 75,000; Full time

Job summary

A leading organization seeks a Meetings and Events Coordinator in Columbia, MD to support event planning and execution. The ideal candidate will be detail-oriented, skilled in logistics management and communication, and have experience in hybrid and virtual environments. This hybrid role requires coordination of both in-office and remote tasks, along with occasional travel for events.

Qualifications

• 3+ years of experience in event operations support.
• Background in coordinating faculty/speakers preferred.
• Experience in a nonprofit organization is a plus.

Responsibilities

• Coordinate logistics for meetings and events.
• Manage communications with speakers and participants.
• Ensure smooth event execution and troubleshoot issues.

Skills

Communication

Organization

Problem-Solving

Customer Service

Project Management

Education

Bachelor’s degree

Tools

Microsoft Office

Adobe

Zoom

Microsoft Teams

Job description

POSITION SUMMARY

The Meetings and Events Coordinator provides administrative and logistical support of activities for the Meetings and Program Operations Manager. They will assist in the planning and execution of on-site, virtual and hybrid meetings, conferences and special events including but not limited to the Society’s annual meeting, regional courses, webinars, forums, and board meetings.

This role manages faculty, speaker and participant coordination, liaises with external vendors, supports technical logistics, and helps ensure smooth event execution. The ideal candidate is detail-oriented, experienced in event planning, and comfortable working across formats and technologies. Strong organizational, communication and customer service skills are critical to success .

POSITION FUNCTIONS AND RESPONSIBILITIES
To perform this job successfully, each essential duty and responsibility must be performed satisfactorily. Reasonable accommodation may be made to enable an individual with disabilities to perform the essential functions. Other duties may be assigned to meet business needs.

Key Responsibilities

Speaker & Participant Coordination

• Serve as the primary point of contact for speakers, faculty, and participants for all events.
• Coordinate speaker communications, prepare and distribute event materials, and ensure post-event follow-up is completed.
• Provide white-glove service to VIPs and key stakeholders.

Event Logistics & Operations

• Support all logistical aspects of events, including travel arrangements, catering, audiovisual needs, staffing, and transportation.
• Organize and facilitate virtual meetings and webinars using platforms like Microsoft Teams and Zoom.
• Monitor and troubleshoot any issues that arise during the planning and execution phases.

Data & Project Management

• Maintain and update event-related databases, spreadsheets, and reports to ensure data accuracy and efficiency.
• Analyze event data to identify trends and opportunities for process improvement.
• Develop and implement solutions to streamline operations and improve the attendee experience.

Vendor & Site Coordination

• Prepare and manage RFPs for services such as convention staffing, security, transportation, entertainment, and off-site venues.
• Source, order, and track event equipment and supplies as needed.
• Assist with venue research and participate in site visits for event planning.

Cross Departmental Collaboration

• Collaborate with internal teams to ensure alignment on meeting goals, timelines, and execution plans.
• Support testing and functionality of event components on the Society website prior to launch.
• Assist with special projects as assigned by the department or leadership.

Interested applicants are required to submit a cover letter and resume.

About The American Society of Breast Surgeons
The American Society of Breast Surgeons, the primary leadership organization for general surgeons who treat patients with breast disease, is committed to continually improving the practice of breast surgery by serving as an advocate for surgeons who seek excellence in the care of breast patients. This mission is accomplished by providing a forum for the exchange of ideas and by promoting education, research, and the development of advanced surgical techniques. Founded in 1995, the Society has grown to more than 3000 members in the United States and over 50 countries throughout the world. Membership is open to general surgeons, non-surgeon physicians, allied health care professionals, residents, and fellows with a special interest in breast disease.

SKILLS AND ABILITIES

• Excellent verbal and written communication skills with a strong attention to detail.
• Ability to manage multiple projects simultaneously while meeting deadlines.
• Demonstrated problem-solving skills and the ability to think proactively and strategically. Strong customer service orientation with sound judgment and professionalism.
• Capacity to identify, implement, monitor, and execute work plans for all assigned activities, goals and objectives
• Comfortable working independently, as well as collaboratively with staff and external vendors/partners
• Proficiency in Microsoft Office (Outlook, Word, Excel), and Adobe, in addition to relational databases, and web applications
• Familiarity with Zoom and Microsoft Teams for meetings, webinars, and communication. Comfortable working in a hybrid environment

Education and Experience

• Bachelor’s degree or a minimum of three (3) years of experience in event operations support or coordination.
• Experience coordinating faculty/speakers and supporting educational events is highly preferred.
• Prior experience in a member-based or nonprofit organization is a plus.

Working Conditions and Travel

• Hybrid work environment includes both remote and in-office work.
• Use of computers and standard office equipment for extended periods.
• Some physical activity required (e.g., lifting up to 25 pounds).
• Occasional travel is required for site visits, regional courses and attendance at the Society’s Annual Meeting. Anticipated travel up to 4 times per year ranging from 2 days up to a full week, depending on the event.
• Seasonal overtime may be required during peak event periods.