Description

POSITION SUMMARY

The Meetings and Education Assistant provides administrative support and general coordination of activities for the Meetings and Education Manager. They will assist with the organizing, planning, preparation, and execution of all on-site, virtual and hybrid conferences and events including but not limited to the Society’s annual meeting, regional courses, webinars, forums, and board meetings. The ideal candidate will have an interest in meeting planning and logistics and possess a strong administrative and customer service skill set.

POSITION FUNCTIONS AND RESPONSIBILITIES
To perform this job successfully, each essential duty and responsibility must be performed satisfactorily. Reasonable accommodation may be made to enable an individual with disabilities to perform the essential functions. Other duties may be assigned to meet business needs.

Essential Functions and Responsibilities

• Create, prepare, distribute, collect, track, and maintain documents and files
• Update and maintain multiple databases and spreadsheets
• Serve as the primary contact for all meeting and event speakers/faculty
• Prepare and proofread various faculty and meeting materials
• Respond to internal and external emails/telephone calls or inquiries about the Society’s meetings and educational programs
• Assist with the creation and proofing of attendee and faculty event badges and lead the badge printing and stuffing process
• Create and distribute requests for proposals (RFPs) for various needs such as convention staff, shuttles, and social event venues
• Assist with website beta testing for functionality
• Determine and order supplies for education programs, meetings and events as needed
• Provide support for special projects and assignments

Secondary Functions and Responsibilities

• Serves on cross-departmental teams as needed
• Other duties as assigned

This position description should not be construed to imply that the requirements are the sole standards for the position. Incumbents are expected to perform all other duties as required.

Interested applicants are required to submit a cover letter and resume.

About The American Society of Breast Surgeons
The American Society of Breast Surgeons, the primary leadership organization for general surgeons who treat patients with breast disease, is committed to continually improving the practice of breast surgery by serving as an advocate for surgeons who seek excellence in the care of breast patients. This mission is accomplished by providing a forum for the exchange of ideas and by promoting education, research, and the development of advanced surgical techniques. Founded in 1995, the Society has grown to more than 3000 members in the United States and over 50 countries throughout the world. Membership is open to general surgeons, non-surgeon physicians, allied health care professionals, residents, and fellows with a special interest in breast disease.

Requirements

KNOWLEDGE, SKILLS, AND ABILITIES

• Excellent verbal and written communication skills.
• Exceptional customer service, problem solving, and judgement skills.
• Must be extremely organized with excellent time-management skills and the ability to manage multiple tasks and projects simultaneously, track details, and ensure timely and accurate results.
• Capacity to identify, implement, monitor, and execute work plans for all assigned activities, goals and objectives.
• Ability to work independently, as well as collaboratively with team members.
• Proficient in Microsoft Office Suite, relational databases, and web applications.
• Experience and knowledge of TEAMS and Zoom (meetings and webinars) and its functions.
• Comfortable working in a hybrid environment

Education

• Bachelor’s degree or a minimum of two (2) years of successful demonstrated work experience in an administrative or customer service position.
• Education program and meeting logistics implementation experience preferred.

Experience

• 2+ years’ experience in meeting program and logistics support, working with speakers/faculty, and the development and implementation of educational programs highly desired.
• Experience in a member-based and/or volunteer organization a plus.

Working Conditions/Physical Requirements

Fast paced environment that requires in-office and remote work. In the office, moderate noise levels. Use of phones and computers for extended periods of time. Utilize office equipment and communication technologies for conference calls and teleconference meetings/webinars. Requires general mobility to move through the facility. Ability to lift up to 25 pounds. Frequent interaction with internal staff and physician members/board via phone, in person, email and other mediums. Normal sitting and standing activities for an office environment. Some seasonal overtime is required. Some travel required, primarily for the spring Annual Meeting.