What are the responsibilities and job description for the Coordinating Meetings and Events Expert position at American Academy of Sleep Medicine?
Meet Our Team
We are a passionate and dedicated team at the American Academy of Sleep Medicine, committed to improving sleep health and promoting high-quality patient-centered care. Our mission is to foster a culture of excellence, inclusivity, flexibility, collaboration, appreciation, supportiveness, and innovation.
**Job Summary**
We are seeking a highly organized and detail-oriented individual to serve as our primary point of contact for departmental inquiries about educational events. This role will handle general inquiries, process exhibit and sponsorship applications, and support the sales department with managing exhibitor and sponsor portals.
**Responsibilities:**
* Handle general inquiries about educational events.
* Process exhibit and sponsorship applications, ensuring payments align with accounting records.
* Support the sales department with managing and onboarding exhibitor and sponsor portals for assigned events.
* Assist the meeting planner with onboarding and managing the speaker portal for assigned events.
* Coordinate the creation of course registration sites and manage event registrations.
* Provide support to attendees and speakers, responding to their needs through written and verbal communication.
* Oversee office logistics, including managing shipments and ordering supplies for events.
* Organize speaker logistics, forms, and post-event follow-up.
* Obtain quotes from third-party suppliers (e.g., first aid, security, photographers) for assigned events.
* Reserve meeting spaces and arrange meals for on-site events at the national office.
* Assist with on-site registration management during events.
* Process travel reimbursement requests for speakers.
* Generate reports related to registration, speakers, sessions, exhibitors, sponsors, and budgets.
**Requirements and Qualifications:**
* Minimum of 2 years of meeting/event planning work experience.
* Proficient with Microsoft Office products.
* Deadline driven, with an ability to handle multiple tasks with varying timelines and needs.
* Ability to work independently and as part of a team.
* Strong planning and organizational skills with great attention to detail.
* Strong customer service skills.
* Proactively initiates tasks and consistently maintains a high level of productivity.
* Excellent written and verbal communication skills.
* Travel (approximately 10%) which includes weekends.
**Perks and Benefits:**
* Affordable medical & dental coverage for you and your family.
* Free life & disability insurance.
* 3 weeks of PTO (personal/vacation/sick time) plus paid company holidays.
* 8 weeks PAID parental leave.
* Hybrid work environment.
* Flex-time hours.
* Business casual environment.
* Generous 401(k) plan.
* Flexible spending & dependent care accounts.
* HRA & HSA supported medical plans with employer contributions.
* Professional development assistance.
* Pet insurance.
* Theft ID coverage.
* Discounted fitness membership.
* Door Dash meal perks.
* Service recognition and peer-to-peer platform with reward points.
* Weekly Wellness Wednesdays with walk, stretch, and healthy snack breaks.
* Twice daily plank breaks.
* Seasonal staff events.
We are a passionate and dedicated team at the American Academy of Sleep Medicine, committed to improving sleep health and promoting high-quality patient-centered care. Our mission is to foster a culture of excellence, inclusivity, flexibility, collaboration, appreciation, supportiveness, and innovation.
**Job Summary**
We are seeking a highly organized and detail-oriented individual to serve as our primary point of contact for departmental inquiries about educational events. This role will handle general inquiries, process exhibit and sponsorship applications, and support the sales department with managing exhibitor and sponsor portals.
**Responsibilities:**
* Handle general inquiries about educational events.
* Process exhibit and sponsorship applications, ensuring payments align with accounting records.
* Support the sales department with managing and onboarding exhibitor and sponsor portals for assigned events.
* Assist the meeting planner with onboarding and managing the speaker portal for assigned events.
* Coordinate the creation of course registration sites and manage event registrations.
* Provide support to attendees and speakers, responding to their needs through written and verbal communication.
* Oversee office logistics, including managing shipments and ordering supplies for events.
* Organize speaker logistics, forms, and post-event follow-up.
* Obtain quotes from third-party suppliers (e.g., first aid, security, photographers) for assigned events.
* Reserve meeting spaces and arrange meals for on-site events at the national office.
* Assist with on-site registration management during events.
* Process travel reimbursement requests for speakers.
* Generate reports related to registration, speakers, sessions, exhibitors, sponsors, and budgets.
**Requirements and Qualifications:**
* Minimum of 2 years of meeting/event planning work experience.
* Proficient with Microsoft Office products.
* Deadline driven, with an ability to handle multiple tasks with varying timelines and needs.
* Ability to work independently and as part of a team.
* Strong planning and organizational skills with great attention to detail.
* Strong customer service skills.
* Proactively initiates tasks and consistently maintains a high level of productivity.
* Excellent written and verbal communication skills.
* Travel (approximately 10%) which includes weekends.
**Perks and Benefits:**
* Affordable medical & dental coverage for you and your family.
* Free life & disability insurance.
* 3 weeks of PTO (personal/vacation/sick time) plus paid company holidays.
* 8 weeks PAID parental leave.
* Hybrid work environment.
* Flex-time hours.
* Business casual environment.
* Generous 401(k) plan.
* Flexible spending & dependent care accounts.
* HRA & HSA supported medical plans with employer contributions.
* Professional development assistance.
* Pet insurance.
* Theft ID coverage.
* Discounted fitness membership.
* Door Dash meal perks.
* Service recognition and peer-to-peer platform with reward points.
* Weekly Wellness Wednesdays with walk, stretch, and healthy snack breaks.
* Twice daily plank breaks.
* Seasonal staff events.
