Meetings & Events Logistics Specialist

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

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.