Meetings Coordinator

Association of American Medical Colleges; Washington (District of Columbia); Remote; USD 59,000 - 70,000; Full time

Job summary

An innovative organization is seeking a Meeting Coordinator to enhance the learning experience through effective event management. This role involves overseeing multiple meetings, ensuring smooth registration processes, and collaborating with various stakeholders. The ideal candidate will thrive in a fast-paced environment, demonstrating strong organizational and interpersonal skills. With a commitment to employee well-being, this position offers a fully remote work option and a comprehensive benefits package, making it an exciting opportunity for those looking to make a significant impact in the field of medical education and research.

Benefits

Fully Remote Work

Generous 403(b) Contributions

Health & Wellness Programs

Employee Assistance Program

Fitness Subsidies

Bicycle Subsidies

Qualifications

• 0-2 years of related work experience required.
• Experience managing a specialized program is essential.
• Cvent certification preferred but not mandatory.

Responsibilities

• Manage customer service and registration for events.
• Track and report data related to meetings.
• Oversee logistics and on-site management for events.

Skills

Event Management Software Proficiency

Cvent Registration Software

Virtual Meeting Platforms (Zoom, Webex)

Accounting and Financial Management

Organizational Skills

Interpersonal Skills

Project Management

Education

Bachelor's Degree or Equivalent Experience

Tools

Cvent

Zoom

Webex

Job description

Who We Are:

The Association of American Medical Colleges is a not-for-profit association dedicated to transforming health care by supporting the entire spectrum of medical education, medical research, and patient care conducted by our member institutions. We are dedicated to the communities we serve and steadfast in our goal to improve the health of all.

At the AAMC, we are committed to supporting our employees with a comprehensive benefits package designed to promote well-being, professional growth, and work-life balance. Highlights include:

• Remote Work - Fully remote work available for most positions

• Retirement Savings - Generous 403(b) employer contributions and financial wellness resources, including professional financial advising.

• Health & Wellness Perks - Fitness and bicycle subsidies, on-site and virtual wellness programs (live yoga, meditation, mental health webinars, flu shot clinics, and more)

• Support & Family Care - Employer paid Employee Assistance Program (EAP) and back-up care options for children, adults, elders, and even pets

Additional information can be found on our website.

Why us, why now?

The Meeting Coordinator plays a critical role within AAMC's Learning Delivery Unit and requires a specific set of skills to operate multiple software integrations including the event management tool, accounting and the AMS. The Unit is responsible for more than 60 meetings annually (in-person & virtual) and its goal is to deliver an exceptional constituent learning experience and environment. The Meeting Coordinator is assigned to 10-15 meetings annually and works in partnership with a Meeting Planner throughout the entire meeting planning process. The incumbent in this position is expected to work independently with internal and external clients in planning the details for learning offerings and is required to be proficient in the manipulation of the event management software; while following AAMC business practices.

How will you make an impact?

• Customer Service/Attendee-Exhibitor-Speaker Registration Management
• Tracking, Monitoring and Reporting Data
• Strategic Registration Website Design & Build and Logistics
• On Site Management
• Finance and Post Meeting Reconciliation
• Engage actively and contribute as needed to all required and optional organizational meetings, events, and initiatives, including those related to finance, human resources, communications, and facilities. Examples include but are not to limited to Town Hall meetings, process and software training sessions, and accurate timekeeping
• Significant independent internal contact with AAMC staff
• Significant autonomous contact with AAMC members and learners. The majority of AAMC meeting participants are senior-level physicians and administrators including medical school deans, hospital CEOs, associate deans and department chairs, and C-suite administrators.
• Travel to AAMC programs

What you'll bring to the role

• 0 - 2 years of related work experience
• 1 - 3 years of experience managing a specialized program
• Event management software proficiency
• Recent Cvent registration software (event management module) experience is required
• Must have experience with virtual meeting platforms like Zoom or Webex
• Accounting and financial management knowledge or experience is required
• 1-3 year(s) within a meetings department and/or hotel/conference center
• Current Cvent Certification preferred
• Must be able to pass the Cvent assessment to provide proficiency in Cvent software to build registration specific components of an event
• Must be well-organized, detail-oriented with strong organizational and inter-personal skills
• Must have demonstrated capability to manage multiple projects independently and be able to prioritize time for a high volume of work
• Flexibility to work early mornings and occasional evenings and weekends
• Prior meetings support experience in a non-profit or corporate environment is preferred
• Ability to thrive in a fast-paced environment that requires multi-tasking and juggling multiple projects with tight deadlines

Remote Work Eligibility

This position may be eligible for remote work.

Compensation Grade Range

$59,160.00-$69,600.00

Multiple factors are taken into consideration to arrive at the final hourly rate/annual salary to be offered to the selected candidate. Factors may include, but are not limited to, the scope and responsibilities of the role, the selected candidate's work experience, education and training, as well as internal equity, market, and business considerations.

If a bachelor's degree is required, related work experience may be substituted in some positions. One year of college course work at an accredited institution is equivalent to one year of related work experience.

The Association of American Medical Colleges (AAMC) is an Equal Opportunity/Affirmative Action Employer. The AAMC is committed to the policy of an equal employment opportunity in recruitment, hiring, career advancement, and all other personnel practices. The AAMC will not discriminate on the basis of race, color, sex, national origin, religion, age, marital status, personal appearance, sexual orientation, gender identity or expression, family responsibilities, matriculation, political affiliation, genetic information, disability, past or current military service, or any other legally protected characteristic.

Please attach a resume as part of the application process. It is important that files DO NOT include periods ( . ) within the file name.

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