Meetings Associate

Sirweb; Fairfax (VA); On-site; USD 50,000 - 65,000; Full time

Job summary

The Meetings Associate at SIR in Fairfax, VA coordinates day-to-day operational logistics for conferences and medical meetings, from pre-planning through onsite execution and post-event closeout. You will support the broader logistics team and ensure smooth delivery of the Annual Scientific Meeting.

Responsibilities include managing shipping, travel, venue requests, budget reviews, and liaison work with external groups. Strong project management and communication skills are essential.

Qualifications

• Bachelor’s degree or 4 years of relevant work experience preferred.
• 3+ years in meeting and event logistics.
• Experience with multi-day conferences or association meetings preferred.
• Proficient with Trello or similar PM software.
• Strong communication and organizational skills are essential.
• Knowledge of project management principles is helpful.
• Experience using Zoom webinars is desirable.

Responsibilities

• Plans and implements all aspects of conferences and events (pre-planning, onsite, post-event follow-up).
• Manages shipping logistics, packing, inventory coordination for conferences and events.
• Uses dashboards to track tasks and provide status updates to the Manager of Logistics.
• Coordinates travel, lodging, and expenses following policies and budgets.
• Reviews invoices and allocates costs to appropriate cost centers.
• Executes space requests and coordinates with external partners and vendors.
• Serves as liaison to external groups hosting meetings with SIR.

Skills

Verbal communication

Written communication

Time management

Organizational skills

Project management

Microsoft Office

Web applications

Zoom

Trello

Cadmium

Education

Bachelor’s degree

4+ years work experience

Tools

Microsoft Office Suite

Trello

Zoom

Job description

Description

About SIR

The Society of Interventional Radiology (SIR) is a thriving professional medical society dedicated to optimizing patient care and improving lives through minimally invasive, image-guided treatments. Located in Fairfax, Virginia, SIR represents one of the most innovative, exciting, and competitive medical specialties today.

SIR is a 501(c)(6) professional association that supports more than 8,100 interventional radiology physicians, trainees, medical students, scientists and clinical professionals. SIR is also comprised of SIR’s 501(c)(3) Foundation, which focuses on research and fundraising to advance the future of interventional radiology. Together SIR and SIR Foundation have nearly 50 staff, combined annual revenues of $12.6 million, and assets of nearly $17 million.

Position Summary:

The Meetings Associate independently coordinates and executes the day-to-day operational logistics of assigned standalone conferences and smaller multi-day medical meetings, from pre-planning through onsite execution and post-event closeout, under the direction and oversight of the Manager, Program Logistics. The Meetings Associate supports the broader logistics team in delivering the Annual Scientific Meeting and other major programs.

Requirements

Essential Functions and Responsibilities

• Plans and implements all aspects of smaller conferences, meetings, and events (pre-planning, onsite execution, and post-event follow-up and evaluation) based on detailed project plans and timelines.
• Manages shipping logistics, including packing, printing, unpacking, and inventory coordination for all conferences, meetings and events.
• Utilizes project management dashboards to track tasks and provide regular status updates to the Manager of Logistics.
• Coordinates travel, lodging, and expenses for participants traveling to meetings or other business travel based on travel policies and budget requirements.
• Reviews all meeting invoices and bill events directly to individual cost centers based on budgets.
• Executes all corporate space requests for meetings by working cross-departmentally and externally with the corporate partners.
• Serves as primary liaison to external groups that meet in conjunction with SIR meetings.

Secondary Functions and Responsibilities

• Solicits and tracks faculty and leadership expense reports.
• Assists with maintaining the meetings and education section of the SIR Annual Scientific Meeting website.
• Serves on cross-departmental teams as needed to coordinate any further meetings and events.
• Conducts research and organize meetings, as well as request proposals from external vendors.
• Supports online live webinars – creating and monitoring registrations, implementation of live webinar events, including speaker management, attendee communications, and webinar logistics.
• Other duties as assigned.

Knowledge, Skills and Abilities

• Excellent verbal and written communication skills.
• Must be extremely organized with excellent time-management skills and the ability to manage multiple tasks and projects simultaneously, track details, and ensure timely and accurate results.
• Capacity to identify, implement, monitor and execute work plans to all assigned activities: goals and objectives.
• Proficient in Microsoft Office Suite, relational databases and web applications. Experience in social tables and smart sheets desired.
• Excellent customer service, problem solving, and judgement skills.
• Experience using Content, Learning, or Association Software desired.
• Experience using Zoom webinar
• Cadmium knowledge desired.

Education:

• Bachelor’s degree or, in lieu of a degree, a minimum of four (4) years of successful demonstrated work experience and/or education program implementation preferred, prior experience in a member-based organization desired.

Experience:

• 3+ years of progressively responsible experience in meeting and event logistics, including direct responsibility for planning, coordinating, and executing assigned event operations.
• Experience with multi-day conferences or association meetings preferred.
• Knowledge of basic project management principles.
• Experience with using Trello or similar project/task management software desired.

Location Requirements:

The candidate must be local to the D.C. Metro area (within 10 miles of the SIR office) and work in the office in Fairfax, VA on an as-needed basis.

Working Conditions/Physical Requirements:

Small, fast paced open office environment with moderate noise levels. Use of phones and computers for extended periods of time. Utilize office equipment and communication technologies for conference calls and teleconference meetings/webinars. Requires general mobility to move through the facility. Ability to lift up to 25 pounds. Frequent interaction with internal staff and physician members/board via phone, in person, email and other mediums. Normal sitting and standing activities for an office environment. Travel to at least seven meetings annually, including for Annual Meeting (duration of 9 days).

This position description should not be construed to imply that the requirements are the sole standards for the position. Incumbents are expected to perform all other duties as required.

SIR is an equal opportunity employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, or veteran status.

PM21