Meetings & Events Associate

This position assists in the management of the national and regional educational events,  board meetings and retreats, providing strong administrative and project management support. This position works closely with the annual meeting manager in executing the details of the annual meeting and is cross trained in support of both regional and board meetings.  An ideal candidate will have a keen eye for detail, strong project management skills, clear and concise written communication and the ability to have fun while working hard.  

Job Responsibilities

Meeting Technology & Content Management (45%)

• Assist in set up and monitoring of the submission process for abstract, disclosure, review, acceptance and scheduling of scientific presentations
• Produce and maintain speaker agreements for annual meeting conference library
• Develop, edit and maintain content and promotional material on annual and regional meeting websites and marketing vehicles.
• Assist with attendee access to meeting app, data integration verification, speaker presentation slide and handout uploading and general app usage for regional and national meetings. 

Meeting Registration (25%)

• Manage registration process, updating event information, registration fees, questions and notifications
• Respond to meeting questions by phone or email correspondence
• Collect, enter and process payment for individual and group registration into the database and send out reminders with outstanding balances
• Register staff, invited speakers, exhibitors, and sponsors
• Monitor and produce registration status reports
• Prepare onsite registration forms
• Produce pre-registrant badges, reviewing registration rosters for accuracy and testing onsite badging systems

Meeting Logistics (20%)

• Assist with the creation of staging guide for annual meeting by setting up and maintaining session/event information in registration system and abstract management system
• Produce, pack and ship meeting materials (supplies, signage, badges, etc.)
• Oversee installation and setup registration desk and staff office
• Train and prepare SGIM staff and temporary staff in onsite registration processes
• Coordinate speaker logistics including invoicing and travel arrangements 

Meeting Exhibits and Sponsorship (5%)

• Facilitate sponsorship and exhibitor program by execute exhibitor agreements, collecting collateral and ensuring delivery of agreed sponsor and exhibitor benefits successfully
• Assist with production of sponsor and exhibitor recognition
• Maintain exhibitor floor map

Misc. (5%)

• Proactively seek methods to create operational efficiencies or improve the meeting attendee experience
• Assist occasionally with execution of regional meetings or committee meetings
• Schedules and coordinates meetings, events, and/or other similar activities, which may include coordinating travel and lodging arrangements, catering, onsite logistics and reimbursement.
• Performs miscellaneous job-related duties as assigned by management.