Meetings Coordinator, Expo Logistics and Fulfillment

Job Details

Job Location

Infectious Diseases Society of America - Arlington, VA

Remote Type

Fully Remote

Description

The Infectious Diseases Society of America (IDSA) is seeking a Meetings Coordinator, Expo Logistics and Fulfillment. IDSA is a community of over 12,000 physicians, scientists and public health experts who specialize in infectious diseases. Our mission is to improve the health of individuals, communities, and society by promoting excellence in patient care, education, research, public health, and prevention relating to infectious diseases.

We are an innovative and dynamic professional association committed to the principles of inclusion, diversity, access, and equity. Our team embodies the following core values:

Member-Centric, Excellence, Respect, Innovation, Teamwork and Trust

The Society is a great place to work! IDSA has a highly competitive total compensation package, offers flexible work, telework arrangements, and our organizational culture is highly rated by staff. Our new office is located two blocks from the metro and has a free gym onsite.

The Meetings Coordinator, Expo Logistics and Fulfillment will work in coordination with the registration and industry partner team to deliver high-quality customer service to the meeting attendees, exhibitors, industry partner event hosts, promotional marketers, and corporate supporters to deliver timely and accurate meeting details and planning assistance.

Qualifications

Characteristic Essential Responsibilities

• Assists with the workflow of industry partner promotional assets:
• Sends sponsorship confirmations and invoices.
• Reminds sponsors of important deadlines.
• Completes any required contracts and paperwork for the industry partner including insertion orders.
• Gathers, reviews, and approves assets (sizes, formats, content, etc.).
• Provides timely delivery of the assets to the appropriate party for print, installation, or launch.
• Works with the Finance Team on collections from invoices
• Provides registration assistance to all meeting attendees:
• Aids with the building and maintenance of the registration platform
• Responds to inbox messages in a timely fashion
• Becomes an expert to provide general information about the full cycle meeting details with a focus on driving registration numbers and revenue through excellent service.
• Provides direction and account management services to all registration related vendors
• Assists with process improvements and communication to include:
• Provides constant communication with all industry partners on status, outstanding deliverables, and edits required.
• Works cross functionally with key departments to manage inventory levels, be proactive in requests and problem solving.
• Develops Standardized Operational Procedures within the department to help establish consistent results.
• Generates reporting and communication touchpoints to report on major metrics.
• Assists with quality control of promotional items:
• Provides timely screenshots and pictures to document proof of performance to the industry partner.
• Reviews onsite program and app to ensure that all sponsorships and advertising are accurate.
• Reviews onsite signage to ensure all sponsorships and advertising are accurate.
• Ensures all promised benefits are delivered.
• Coordinates onsite management of sponsorships.
• Performs other work-related duties as assigned.
  
  

Minimum Qualifications and Experience:

• Bachelor’s degree in marketing, event management, or business administration preferred. Relevant experience can be submitted.
• 1-3 years working in sales or account management preferred
• Experience working with design files and formats.
  
  

Competencies: Knowledge, skills, and abilities

• Excellent time management
• Excellent business writing and communication skills related to marketing, events, and corporate sponsors
• Incredible organization and attention to detail
• Solution oriented team player
• Understanding and compliance with ACCME guidelines.
  
  

Additional Qualifications: (Such as certifications, industry-specific experience and the experience working with certain equipment)

• CMP, CEM, and/or DES preferred but not required
  
  

Travel Requirements:

• Must be able to travel up to 10% of the time
• IDWeek
• Planning Site Visits
• Annual Staff Retreat
• End of Year Celebration
  
  

Physical Demands:

• This position requires sitting and/or standing at a desk, prolonged sitting and bending and lifting during travel, as well as extensive sitting, standing, walking, and lifting during IDWeek.
• This role also requires access to stable internet, and ability to spend several hours on the computer.
• Must be able to lift 10-20 lbs.
  
  

EEO Statement:

The Infectious Diseases Society of America (IDSA) is an equal opportunity employer and considers all applications without regard to race, color, religion, creed, sexual orientation, gender, gender identity, gender expression, national origin, age, disability, socioeconomic status, marital or veteran status. We also welcome those of all abilities and make reasonable accommodations to support successful outcomes for our team members.