Non-Profit Meetings Manager, SITC

CLIENT ASSOCIATION : Society for Immunotherapy of Cancer, SITC

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REPORTS TO : Senior Meetings Manager and Director of Meetings

DIRECT REPORTS : None

EXEMPT / NON-EXEMPT EMPLOYEE STATUS : Exempt (Minimum of 37.5 hours / week)

GENERAL SUMMARY

The Society for Immunotherapy of Cancer (SITC) is a non-profit medical professional society dedicated to improving cancer patient outcomes by advancing the science and application of cancer immunotherapy. The meetings manager supports the educational initiatives of the society by planning and implementing regional programs and other events. Responsibilities include management of onsite meeting logistics and operations; site selection; registration development, processing and reporting; housing block management; serving as a primary point of contact for inquiries pertaining to the Society’s educational programs, meetings, and providing support to the Senior Meetings Manager, Director of Meetings, and colleagues.

POSITION RESPONSIBILITIES (Minimum 37.5 hours / week)

• Oversee all logistical aspects of meetings, including preparing Request for Proposals (RFP) and managing the site selection process, working with the meeting venue and outside vendors to ensure successful completion of the meeting, and on-site coordination while meeting deadlines and budget demands.
• Manage, coordinate, and implement all aspects of the registration process including database setup, form processing, payment collection and reporting, confirmation distribution, badges, and onsite materials distribution, as well as manage onsite registration desk at live events, as needed.
• Maintain accurate reports for educational activity analysis including registration pace reports, attendee analysis reports, financial and budget comparison reports, and post-event reports for leadership.
• Coordinate content with the Education team or appropriate staff for distribution of Meetings related broadcast emails (registration and housing deadlines, etc.).
• Monitor the society events email box and respond to inquiries in a timely manner.
• Troubleshoot and handle any issues that arise on the event day(s).
• Manage applications for ancillary events at Society live meetings.
• Serve as the primary source of meeting information for member and delegate inquiries.
• Develop and implement timelines and processes for all live meetings and activities.
• Develop staff operations schedules and training materials for onsite staff of live meetings and activities.
• Manage the development and production of onsite meeting signage.
• Assist the SITC staff with travel arrangements, as needed.
• Assist in budget development and monitoring of live events finances and provide appropriate tracking and trending reports. Process invoices.
• Manage the meeting supply inventory.
• Maintain the competing meetings calendar with assistance from SITC staff.
• Stay updated on new technologies, best practices, meeting industry trends, and regularly share findings with the Meetings team.
• Develop, maintain, and provide regular status updates on project timelines.
• Other duties as assigned.

EDUCATION / EXPERIENCE REQUIRED

Bachelor’s Degree preferred. CMP preferred. Minimum of 2-4 years event planning and implementation experience. Self-starter, capable of prioritizing work and problem-solving. Excellent organizational, verbal, and written communication skills required. Proven track record working in a metrics-driven environment. Word processing and spreadsheet skills in MS Office environment essential. Professional demeanor and attention to detail necessary including the ability to manage multiple projects simultaneously.

OTHER REQUIREMENTS

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