What are the responsibilities and job description for the Meetings Associate position at American Association for Cancer Research?
Overview
The Meetings Associate organizes and implements meetings logistics for AACR’s meetings, conferences, workshops, and the Annual Meeting to provide support to a Meetings Manager. Additional functions include, but are not limited to, registration and housing processing, final bill reconciliation, hotel, venue and vendor request for proposals, on-site meeting support, shipping, badge creation and overall meeting setup responsibilities.
Responsibilities
- Prepares the final reconciliation of payments due to vendors and hotels at the end of meetings, conferences, and workshops under the guidance of a meetings or senior meetings manager.
- Assists in the preparation of budgets for meetings, conferences, and workshops.
- Creates events and manages registrations through Salesforce.
- Solicits services from vendors through the RFP process.
- Provides administrative support to the senior leadership of the Meetings and Exhibits Department.
- Supports the Vice President, Senior Director of Meetings, Director of Exhibits, Senior Meetings Managers and Meetings Managers with work related to Special Conferences, Workshops, and the Annual Meeting.
- Provides additional support as needed at the convention center and/or hotels for the Annual Meeting.
- Coordinates the registration and housing for meetings, workshops, and conference attendees, as assigned.
- Assists in the development of systems to manage registration and housing effectively and accurately though.
- Assists with participant travel arrangements, as required.
- Assist with travel arrangements for VIPs of assigned meetings as needed.
- Prepares appropriate correspondence, as needed.
- Coordinates speaker logistics and sends confirmation letters.
- Travels on-site with Directors and/or Meeting Managers to handle registration, housing assistance, meeting logistics, and overall meeting management support, as assigned.
- Aids attendees and speakers with their meeting, workshop, and conference needs.
- Assists in the planning and execution of in-house meetings and events in the AACR Conference Center, as assigned.
- Assists in creating and maintaining timelines for all meetings, special conferences, workshops, and the Annual Meeting.
- Acts as liaison between the Meetings & Exhibits Department and all other AACR departments.
- Assists in the preparation of post-meeting reports.
- Performs the essential functions of the position, and other duties as assigned.
Qualifications
- 1-2 years experience in meeting planning and/or registration.
- Excellent writing and verbal communication skills.
- Excellent critical thinking and problem-solving skills.
- Flexible and versatile.
- Excellent organizational skills, attention to detail and the ability to multi-task.
- Strong time management skills.
- Ability to maintain high level of professionalism with AACR members and co-workers.
- Excellent interpersonal skills.
- Willingness to work extra hours during conferences and peak periods.
- 35% travel required.
Education and Training:
- BA or BS degree required
Computer Knowledge:
- Proficiency in Word, Excel, and PowerPoint.
- Ability to learn and use Salesforce and other membership and registration systems utilized by the Meetings & Exhibits Department.
How To Apply:
Please submit your cover letter, resume and salary expectations.
Equal Opportunity Employer
