Senior Specialist, Meetings

Endocrine; Washington (District of Columbia); Hybrid; USD 57,000 - 67,000; Full time

Benefits offered by this job

Hybrid work environment

Downtown DC location

Metro access

Job summary

The Endocrine Society in Washington, DC is seeking a Senior Specialist, Meetings to coordinate logistics across the meetings portfolio. You will manage vendors, budgets, schedules, and onsite execution within approved plans, supporting governance, education programs, and travel logistics.

Ideal candidates bring 3–5 years of meeting operations experience, strong Microsoft 365 skills, and a track record of coordinating multi-vendor events with attention to detail and customer service orientation.

Qualifications

• Bachelor's degree and 3–5 years of meeting or event planning experience.
• Experience supporting large conventions or multi-vendor events preferred.
• Experience coordinating vendors, budgets, schedules, and onsite logistics.
• Experience coordinating RFPs and reviewing vendor proposals preferred.
• Familiarity with registration, housing, event management, or related databases preferred.
• Proficiency in Microsoft 365 and ability to prepare operational reports.

Responsibilities

• Coordinate temporary staffing, vendor sourcing, staffing plans, and onsite schedules.
• Manage transportation, hotel shuttle schedules, and VIP travel as needed.
• Coordinate AV, housing, catering, and event space with vendors and staff.
• Track budgets, expenses, and prepare reports for the Senior Director.
• Lead signage workstreams and ensure accurate content lists and manifests.
• Monitor service delivery and escalate issues affecting safety or budgets.

Skills

Vendor coordination

Budget tracking

Onsite logistics

RFP coordination

Stakeholder management

Communication skills

Education

Bachelor's degree

Tools

Microsoft 365

Excel

Outlook

Word

PowerPoint

Job description

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Employment at the Society

Open Positions

Position:Senior Specialist, Meetings Location: Washington, DC
Job Id:7-5200 # of Openings:1 Senior Specialist, Meetings

Endocrinologists are at the core of solving the most pressing health problems of our time, from diabetes and obesity to infertility, bone health, and hormone-related cancers The Endocrine Society is the world’s oldest and largest organization of scientists devoted to hormone research and physicians who care for people with hormone-related conditions. Our inclusive community is made of scientists, physicians, educators, nurses, and students in 122 countries.

The Senior Specialist, Meetings independently coordinates assigned logistical workstreams across the Endocrine Society’s meetings portfolio, with primary responsibility for key ENDO operations. This poition coordinates vendors, tracks budgets, maintains schedules, and executes onsite logistics within established policies and approved plans. The Senior Specialist applies meeting operations expertise to resolve routine issues, recommend improvements, and provide responsive service to internal and external stakeholders, escalating significant issues and decisions to the Senior Director, Meetings & Education. The position also supports additional meetings, educational programs, and projects as needed by the organization.

What you’ll bring to the job:

• Bachelor’s degree and three to five years of progressively responsible experience in meeting or event planning and operations, or an equivalent combination of education and experience.
• Experience supporting large conventions, association meetings, or multi-vendor events preferred.
• Demonstrated experience independently coordinating event vendors, tracking budgets, maintaining schedules, and executing onsite logistics.
• Experience coordinating RFPs, reviewing vendor proposals, and supporting contracting processes preferred.
• Familiarity with registration, housing, event management, or related database platforms preferred.
• Proficiency in Microsoft 365, including Outlook, Word, PowerPoint, and Excel; ability to use Excel to track expenses, reconcile data, and prepare operational reports.
• Strong written and verbal communication, organization, follow-through, and customer service skills.
• Ability to prioritize multiple workstreams, meet deadlines, and work independently within established policies and approved plans.
• Sound judgment in resolving operational issues and recognizing when additional guidance or approval is needed.
• Ability to collaborate effectively with staff, volunteers, vendors, and other stakeholders.
• Ability to prepare and maintain accurate operational reports, event data, budget tracking, manifests, and project documentation.

Our Values:

We believe in and empower our staff. We know that with our investment in their growth, they have an even greater potential to contribute to our organization. Our core values embody the character and culture of our staff – they guide our decision making, interactions and how we serve our members. As an organization, we are committed to: demonstrating responsible stewardship, treating one another with trust and mutual respect, supporting work life balance, sustaining an inclusive environment, and fostering an environment that encompasses communication, service, collaboration, results & innovation.

What you’ll own: ENDO Operations

• Coordinates temporary staffing needs, including vendor sourcing, contracting documentation, staffing plans, and onsite schedules.
• Coordinates transportation and shuttle services, including expense tracking, hotel shuttle schedules, and VIP transportation, as needed.
• Coordinates event internet requirements with vendors and internal stakeholders and tracks associated expenses against the approved budget.
• Coordinates security services, including the vendor RFP process, evaluation of proposals, contracting documentation, operational planning, and onsite implementation; provides recommendations for approval.
• Leads the assigned signage workstream, coordinating production, delivery, placement, and onsite execution with the signage vendor and internal stakeholders.
• Coordinates additional attendee services and products, such as childcare, coat check, ribbons, and meeting bags, as needed.
• Coordinates show management materials and freight between the Society office and the ENDO venue; maintains accurate master content lists and shipping manifests.
• Administers the ICW Meeting Space Request process, including stakeholder communication, space assignments within established guidelines, and operational follow-through.
• Addresses routine onsite operational issues and escalates matters affecting safety, budgets, service delivery, or approved plans.

Governance and Specialty Meetings

• Serves as the logistical point of contact for approximately four to eight Governance and Specialty Meetings held annually at the Society office.
• Independently coordinates housing blocks, catering, meeting space, audiovisual needs, schedules, and related logistics in collaboration with Society staff and vendors.
• Maintains accurate timelines, budget tracking, records, and operational details for assigned meetings.
• Anticipates logistical needs, recommends solutions, and communicates issues requiring additional guidance or approval.

Education Team Operational Support

• Provides operational support for assigned educational programs and initiatives, including project timelines, logistics, materials, and stakeholder coordination.
• Collaborates with Education Team members and cross-functional partners to identify operational needs, communicate deadlines, and support timely program delivery.
• Collects and organizes program information, tracks outstanding items, and follows up with internal and external stakeholders.
• Identifies operational gaps and recommends practical improvements to support efficient program execution.

Travel Program and Customer Service

• Administers day-to-day operations of the Society’s travel program and serves as the primary operational point of contact for the travel agency.
• Monitors service delivery, coordinates resolution of routine traveler issues, and escalates recurring or significant concerns.
• Maintains travel program information and communicates established procedures to staff and other stakeholders.
• Monitors the meetings inbox and provides timely, professional customer service for internal and external meeting-related inquiries.

Budget, Vendor, and Project Coordination

• Tracks assigned budgets, reviews expenses for accuracy, identifies variances, and communicates anticipated changes or risks to the Senior Director, Meetings & Education.
• Coordinates RFPs, vendor evaluations, contracting documentation, and purchasing processes in accordance with Society policies and established approval authority.
• Reviews vendor proposals and service options and prepares recommendations for consideration and approval.
• Maintains project plans, schedules, reports, and documentation to support timely and accurate execution.
• Communicates operational requirements and provides task-specific direction to vendors, temporary personnel, and onsite partners.
• Monitors vendor performance, documents service issues, and recommends follow-up actions or improvements.

Team and Organizational Support

• Supports the Senior Director, Meetings & Education with assigned ENDO housing, registration, and administrative activities.
• Collaborates across departments to confirm meeting requirements, communicate progress, and resolve operational issues.
• Maintains and improves procedures, checklists, and other resources for assigned meeting operations.
• Maintains current knowledge of industry practices, technology, and trends through professional development, peer consultation, and trade resources.
• Performs other duties and supports additional meetings or projects as assigned to meet organizational needs.

What you’ll do well: Project Management

Consider the ability to plan and organize the work of a group, department or project and to establish effective priorities. Consider effective use of time. Demonstrates ability to “think outside the box” for solutions or ways to accomplish the job in a more effective way. Handles projects responsibly (including expense management). Prioritizes as needed and meets deadlines. Communicates challenges/barriers to supervisor. Collaborates and shares progress with others to get the project completed. Demonstrates effective delivery of completed project.

Resource Management

As a contributor, ensures the effective, efficient, and sustainable use of program/project resources and assets by identifying wasteful practices and opportunities for optimizing resource use for programs and projects.

Creative Thinking

Ability to look at situations from multiple perspectives. Tendency or ability of individual to do or create something new. Creates solutions to problems using novel methods and processes. As a contributor, 7 | Page develops a new product, service, method, or approach. Sponsors the development of new products, services, methods, or procedures. Proposes new approaches, methods, or techniques. Develops better, faster, or less expensive ways to do things. Works cooperatively with others to produce innovative solutions.

Forward Thinking

Anticipating the implications and consequences of situations and taking appropriate action to be prepared for possible contingencies. Anticipates possible problems and develops contingency plans in advance. Notices trends and develops plans to prepare for opportunities or problems. Anticipates the consequences of situations and plans accordingly. Anticipates how individuals and groups will react to situations and information and plans accordingly.

Thoroughness

Ensuring that one's own and other's work and information are complete and accurate; carefully preparing for meetings and presentations; following up with others to ensure that agreements and commitments have been fulfilled. Sets up procedures to ensure high quality of work; Acts to verify information; Checks the accuracy of own and others' work; Develops and uses systems to organize and keep track of information or work progress; Prepares for meetings and presentations; Organizes information or materials for others; Reviews and checks the accuracy of information in work reports.

Self-Leadership

The ability to function effectively when under pressure and maintain control in the face of hostility. Demonstrates ethics and integrity. Displays and communicates drive and purpose, demonstrates self-control in pressure situations. Increases capacity to learn and increase self-awareness.

What you’ll get out of it:

• Working with a staff that has passion for our mission, believes in one another and has fun.
• The chance to work in an environment that empowers staff to take informed risks and create new programs and services.
• A chance to make a contribution in a fun job with room to make it your own.
• A strong and competitive salary and benefits package that focuses on your well-being and financial health.

Statement on Inclusive Hiring Practices:

The Endocrine Society embraces and celebrates the strength that unique backgrounds, perspectives, and experiences bring to our organization. We are committed to building and sustaining a culture of belonging, respect, and inclusion in the workplace. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, age, neurodivergence, national origin, or protected veteran status and will not be discriminated against on the basis of disability. This policy applies to all aspects of employment, including recruitment, placement, promotion, transfer, compensation, benefits, and termination. The Endocrine Society is committed to providing reasonable accommodations during our recruitment process. If you need assistance or accommodations, please reach out to our People Operations team.

Work Location:

This position is located in Washington, DC and walking distance to Metro and major bus lines. The Endocrine Society offers a flexible, hybrid work environment. Employees are expected to work from the office at least 2 days per week to foster our collaborative culture and support cross-functional interaction.

Endocrine Society offers a convenient downtown DC location within walking distance of Farragut North/Farragut West and Foggy Bottom Metro stations.

Pay Range:$56,500 - $66,500 per year

Our Work

We unite, lead, and grow the endocrine community to accelerate scientific breakthroughs and improve health worldwide.

We envision a world in which advances in endocrine science, education and care promote optimal health and well-being.

We are unique in that our members are not only on the frontier of breakthrough research discoveries, but they also apply this knowledge in the treatment of patients with hundreds of debilitating hormone-related diseases and conditions such as diabetes, obesity, osteoporosis, thyroid disorders, and infertility.

Our headquarters is in Washington, DC, home to the largest concentration of science, healthcare, and policy organizations in the world. Internationally, our global connectivity continues to expand in the European Union, South America, India, Asia, and elsewhere.

How We Shape the Endocrinology Field

Whether or not you have heard the term endocrinology before, we all know someone who has diabetes, osteoporosis, a thyroid condition, infertility, hormone-related cancer, or another endocrine condition. We work hand-in-hand with our members to improve public understanding of these conditions and the way healthcare providers treat them.

• We publish emerging science in our peer-reviewed journals and books to promote breakthroughs in scientific discovery and care.
• We host the field’s largest scientific and medical meetings where experts exchange new ideas.
• We develop Clinical Practice Guidelines recommending the best evidence-based approaches for diagnosing and treating people with hormone conditions.
• We advocate for legislation and regulatory policies to advance health and science, both domestically and abroad.

Our Culture

In service to our members and colleagues, we strive to ensure that every interaction embodies the spirit of the following core competencies.

We Embrace Change

We are forward-thinking and when there’s a need for change, we own it and set out to fix it. We are personally accountable for proactive problem solving and are open to others’ perspectives and contributions. When identifying possible solutions, we ask ourselves “What else can I (we) do?” We recognize change is hard, but we stretch to see around the corner.

We Consciously Create

We are a team of creative individuals who practice intentional innovation to achieve our inspiring goals. We are curious and are committed to life-long learning. We strategically invent and refine our work through calculated risk-taking, data-driven decision making, and thoughtful knowledge sharing to ensure our efforts align with our vision and resources. When others win, we all win.

We Genuinely Care

We value our teammates and are dedicated to creating a welcoming, trusting, and collaborative environment where people are seen, and all voices are heard and appreciated. We practice empathetic listening, remain openminded, transparent, supportive, and courteous in our communications.

We Proactively Communicate

We encourage honest, thoughtful, and open communication to develop a shared understanding of the information or situation. Effective communication focuses on what is important. Each of us is responsible for effective communication by actively and empathetically listening, allowing others to express themselves and remaining open minded.

We Value Belonging

We are dedicated to continuously fostering a safe and inclusive workplace where we can bring our authentic, whole selves to work and be appreciated for the unique backgrounds, perspectives, and experiences each of us bring. Each of us is responsible to advocate for other voices to ensure multiple perspectives are considered so that we may continue to build and sustain a culture of inclusion and belonging.

Your Growth

We believe in and empower our people. An investment in your growth gives you even greater potential to contribute to endocrine science and public health. We are committed to nurturing every staff member and supporting your continued career growth.

Career Development

We take a unique approach to talent management by actively investing in our staff, one employee at a time. When you join our team, your manager also serves as your career coach. Together, you will engage in an ongoing dialogue about your individual interests and career goals. You and your coach will evaluate ways to leverage your strengths and unique workplace style to advance your career and identify opportunities for you to grow.

We provide our team with competency assessment tools and development workshops to help you better understand the unique strengths you bring to the workplace. Using this data, our team will work with you to maximize your impact and support you as you pursue advancement opportunities. To show our commitment to your professional growth, all team members receive a LinkedIn Learning license. The Endocrine Society also provides each team member with a membership to the American Society of Association Executives (ASAE) which allows you access to professional development, practical resources, and a community network.

Your Rewards

Our goal is to support your well-being physically, financially and emotionally!”

Health and Welfare

• Choices to meet your individual and family health needs. We offer comprehensive Medical, Dental and Vision plans
• Our medical plans include fertility and bariatric benefits
• We pay 100% group life insurance and income protection benefits such as short term and long-term disability benefits
• FSA healthcare, dependent care, and commuting benefits
• When traveling you will have access to 24-hour emergency travel assistance
• Well-Being Fridays. Fridays at the Endocrine Society have been re-engineered to be free of internal meetings, allowing room for your professional development, preventative mental wellness, physical well-being, or catching up on projects

Wellness

• Nursing mother’s room or mindfulness room
• Employee Assistance program
• Onsite Gym
• Bike racks, showers, and lockers on site
• Employee wellness committee and social committee
• CareFirst Blue 365 Discount Program
• BlueRewards financial incentive program
• Preventative mental health benefits through a behavioral health support system to help you get the emotional care you need, when you need it, 24/7
• Virtual primary care practice with 24-hour virtual access to urgent care, behavioral and mental health care, care coordination, lifestyle support, medication management, and much more!

Work-life Balance

Work-life balance environment by providing remote work three days per week, flextime schedules, work from anywhere up to four weeks per year, and bonus holidays. To re-establish our sense of community and collaboration, all Endocrine team members are in the office two days per week.

Retirement

• 403(b) retirement savings plans with 10% employer match
• Group supplemental retirement annuity
• Free financial investment advice with certified consultants

Paid Leave

• 13 paid holidays each year
• Annual leave (12–24 days per year, based on length of employment with generous carry over amounts)
• Sick leave (12–24 days per year, based on length of employment with generous carry over amounts)
• Bonus days off granted for special events and occasions

Our Space

• Located downtown DC close to metro stations and Georgetown
• We have designed unique spaces to gather and collaborate with teams
• Comfortable work stations with options for standup desks
• Environmental conscious with LEED constructed office

Additional Perquisites:

• We often host all staff lunches
• We celebrate each other’s accomplishments, anniversaries and birthdays with milestone awards and group lunches
• All employees work off a laptop and have additional licenses for Office 365 for personal devices

For 100 years, the Endocrine Society has been at the forefront of hormone science and public health. Read about our history and how we continue to serve the endocrine community.