Coordinator, Meetings

The Food and Drug Law Institute (FDLI) is a 501(c)(3) nonprofit membership organization that offers education, training, publications, and professional engagement opportunities in the field of food and drug law. As a neutral convener, FDLI provides a venue for stakeholders to inform innovative public policy, law, and regulation. FDLI’s scope covers all industries regulated by the U.S. Food and Drug Administration (FDA) and related agencies and authorities in the U.S. and globally, including drugs, medical devices, biologics, food, dietary supplements, cosmetics, veterinary, tobacco and nicotine products, and cannabis-derived products.

The Coordinator, Meetings will have responsibility for managing the logistics of approximately 10 educational courses each year and will provide essential support for FDLI’s largest conferences. As this position is an integral part of conference execution and plays a key role in event registration, on-site event coordination, and attendee correspondence, it is ideal for someone interested in pursuing a career in meeting planning. Candidates should be highly motivated self-starters who thrive in a dynamic, deadline-driven environment. This position requires a proactive attitude and strong organizational skills; superior attention to detail and follow-up; multitasking skills; strong oral and written communication and a professional demeanor.

FDLI is a hybrid work environment composed of a strong, supportive, and close team of 18 professionals. While employees have the discretion to work from an approved remote location, this position requires a DC-metro based employee in order to regularly attend in-person meetings and events in the Washington, DC region.

KEY RESPONSIBILITIES

·      Manage all logistical aspects of FDLI’s Introductory courses. This includes site visits, food and beverage selection, providing course details to attendees and speakers, preparing program materials, on-site set up and support, and interacting with speakers

·      Manage all logistical aspects of FDLI webinars. This includes setting up Zoom webinar, obtaining slides and other details from speakers, and managing day-of execution

·      Maintain FDLI’s Continuing Legal Education (CLE) program by applying for course credits, providing information to attorneys seeking CLE credit, and researching CLE requirements to help support attendees and ensuring FDLI is applying to the most relevant states

·      Assist the Senior Director, Meetings and Partnerships in managing on-site meetings/conferences. This includes participating in pre-meeting planning, name badge and material creation, and registration set up. It also includes managing on-site registration and providing customer support and assistance

·      Coordinate with vendors; organize and arrange shipping of materials to and from events

·      Other duties as assigned in support of FDLI’s operations

HERE’S WHAT YOU MIGHT HAVE TACKLED IN THE PAST WEEK:

·      Sent confirmation letters to speakers for an upcoming conference

·      Compiled speaker biographies, proofreading and matching to program agendas

·      Assisted a conference attendee make a hotel reservation

·      Communicated with conference speakers to finalize slide presentations

·      Sourced law firms for an Introductory course venue

·      Worked with a vendor to print materials for an event

·      Coordinated with venue staff on event logistics, such as food, technology, room set up, and presentations

·      Applied to a state for CLE credit for an upcoming conference

·      Managed on-site registration at an event

·      Managed logistics for a webinar

·      Worked with the Senior Director, Meetings and Partnerships to manage details for a conference

QUALIFICATIONS

• Associate or Bachelor’s degree
• Experience in event planning or related activities preferred
• Strong time management and organizational skills
• Strong interpersonal and communication skills, both written and verbal, in order to consistently demonstrate courteous, ethical, cooperative, and accountable behavior to internal and external contacts
• Professional demeanor and desire to work in a team environment
• Ability to build relationships with staff, members, volunteers, as well as outside organizations
• Microsoft Office experience; proficient in Excel
• Working knowledge of Zoom, Zoom Webinars, Zoom Events, Cvent, or Salesforce database is helpful
• Sense of humor

HOW TO APPLY

Submit cover letter and resume to hiring@fdli.org. Please include the subject line “Coordinator, Meetings” in your email. No phone calls, please.