What are the responsibilities and job description for the Meetings Coordinator, MDS position at Executive Director, Inc.?
Meetings Coordinator
CLIENT ASSOCIATION: International Parkinson and Movement Disorder Society
POSITION(S) REPORTS TO: Assistant Director of Meetings, MDS
POSITION(S) THAT REPORT TO YOU: N/A
EXEMPT/NON-EXEMPT EMPLOYEE STATUS: Non-Exempt (Minimum 37.5 hours/week)
POSITION(S) REPORTS TO: Assistant Director of Meetings, MDS
POSITION(S) THAT REPORT TO YOU: N/A
EXEMPT/NON-EXEMPT EMPLOYEE STATUS: Non-Exempt (Minimum 37.5 hours/week)
GENERAL SUMMARY:
The International Parkinson and Movement Disorder Society is a non-profit medical professional society of influential clinicians, scientists, and other healthcare professionals from around the world dedicated to improving the care of patients with Parkinson’s and movement disorders through education and research. The Meetings Coordinator provides general administrative support for the MDS International Congress (International Congress of Parkinson’s Disease and Movement Disorders), AOPMC (Asian and Oceanian Parkinson’s Disease and Movement Disorders Congress) and PAS Congress (Pan American Parkinson’s Disease and Movement Disorders Congress). This position aids in the successful planning and implementation of these meetings with a focus on the Scientific Programs and Logistics. It also serves as a point of contact for inquiries relating to these meetings.
POSITION RESPONSIBILITIES: (Minimum 37.5 hours/week)
Scientific Program Support
- Coordinate and maintain event databases
- Maintain accurate listing of faculty and session details
- Coordinate faculty invitation processes and housing arrangements
- Process faculty stipend and vendor payments
- Process reimbursements for the Congress Scientific Program Committee(s)
- Communicate with abstract authors / presenters as needed
- Assist in editing efforts for MDS marketing documents
- Other duties as assigned
Logistics Support
- Maintain correspondence in Congress and Regional Congresses information email inboxes
- Assist with logistics and pre-planning of the Congresses. This includes food and beverage, housing and audio visual.
- Access registration system in order to answer registration inquiries
- Research options for vendors as needed (printing, registration bags)
- Provide local meeting information for marketing materials (i.e. maps, etc)
- Create and/or work with decorator on signage
- Coordinate shipping and maintain supplies for all Congresses as needed
- Assist with special projects and other administrative duties associated with the congresses
AMOUNT OF TRAVEL REQUIRED:
Up to 2 weeks per year, some international travel may be included. Some weekend, early morning and/or evening work may be required.
EDUCATION/EXPERIENCE REQUIRED:
Bachelor Degree preferred. Superior organizational, verbal and written communication skills required. Advanced word processing and spreadsheet skills. Ability to work independently as well as part of a team. Professional demeanor and attention to detail necessary including the ability to coordinate multiple projects simultaneously.
PHYSICAL REQUIREMENTS: Unrestricted mobility: must be able to walk great distances, move quickly from place to place, and lift and move 50-pound boxes.
*This position is located in downtown Milwaukee, WI and a minimum of two days onsite in the office (including Wednesday as an all-staff-in-office day) are a requirement of the role.
*Please apply to the role that best aligns to your experience and qualifications. We’ll discuss your interests and possible opportunities during an initial phone interview. (No need to apply to multiple opportunities.)
*Please apply to the role that best aligns to your experience and qualifications. We’ll discuss your interests and possible opportunities during an initial phone interview. (No need to apply to multiple opportunities.)
