The American Society of Nephrology (ASN)—which represents more than 18,000 clinicians, researchers, and health professionals dedicated to leading the fight against kidney disease—seeks a fulltime Meetings and Exhibits Coordinator. The Meetings and Exhibits Coordinator will be member of the Meetings Team, reporting to the Associate Director of Meetings and Member Experience for ASN, the Coordinator will work with the ASN Education Team to manage and administer the Scientific Exposition (exhibit hall) at ASN Kidney Week. The Coordinator will work with the ASN Development Team to service, produce, and install/uninstall necessary materials for corporate supported promotion at Kidney Week. The Coordinator will also assist with meeting logistics for other ASN activities (such as Board Review Course and Update, and committee meetings) as assigned.
The Coordinator will have the following:
· Four-year college degree. Business, marketing, communications, event management/hospitality.
· In lieu of degree, minimum of five years meeting/exhibits experience in medical/healthcare association.
· Intermediate level of professional experience with a minimum of three years’ experience related to event/meeting/exhibits management, preferably with a medical association.
· CMP (Certified Meeting Professional) or CEM (Certified in Exhibition Management)/CME (Certified Manager of Exhibits) preferred.
o Database and record keeping acumen.
o Excellent computer skills and software mastery, especially Microsoft Office (Word, Excel, and PowerPoint) and exhibit management software (e.g., A2Z).
o Demonstrated ability to manage multiple activities at the same time with expert attention to detail.
o Project management.
o Demonstrated success managing vendors/outsourced relationships.
o Understanding of the art of negotiations and reaching a win-win contract.
o Experience working both independently and in a team-oriented, collaborative environment.
o Analytical and problem-solving skills.
o Contribute to overall team success by identifying problems and proactively seeking out methods to improve self-performance and/or efficiency of an operation or task.
o Can meet and manage deadlines, pushing colleagues and customers toward a goal.
o Superior customer service to both internal and external customers.
o Highest level of professionalism.
o Self-motivated, confident work style.
o Excellent judgment and creative problem solving skills, including negotiation and conflict resolution skills.
o Strong initiative, self-reliant and results oriented.
o Adapt to crisis situations, changing procedures, methods and processes.
o Develop and maintain solid relationships with exhibitors/sponsors.
The Coordinator will maximize the use of ASN’s resources, and current and future technologies, to:
o Plan, promote, implement, and manage the scientific exposition of Kidney Week.
o Work with the decorator/GSC, develop the exhibit floor plan and exhibitor prospectus.
o Work closely with decorator/GSC to coordinate all logistics, produce and distribute the exhibitor service manual, assign booths as necessary.
o Maintain exhibitor records and database, maintain pertinent stats for exhibits and produce reports as needed.
o Assist exhibitors with follow-up questions and information, enforce convention center and ASN rules and regulations, and resolve any issues that may arise.
o Produce all exhibitor communications, and oversee all exhibitor services.
o Develop related requests-for proposal (RFPs), analyze data and verify information, prepare reports, and produce contracts.
o RFP, contract, and work with other vendors that assist with Kidney Week, including but not limited to bag stuffer, security, promotional products, first aid, equipment rental, etc.
o Assist team with negotiation of meeting-related contracts.
o Assist with tracking exhibits and sponsorship sales, logo archiving, and promotion tangibles.
o Assist and contribute in the coordination of all aspects of live meetings (pre-planning, onsite execution, and post event wrap-up) as assigned.
o Assist with filing and maintenance of meeting files.
o Work with the ASN Development Team to plan and implement fulfillment of sponsor’s promotional deliverables.
o Work with the ASN Education Team to plan and implement poster sessions.
o Perform other similar or related duties as assigned or requested.
o Manage product and service vendors and outsourcing relationships to provide highest levels of service and meet budget guidelines.
o Support continuing compliance with all requirements to provide accredited medical education for Society members and other health professionals.
ASN offers a competitive salary commensurate with experience and a comprehensive fringe benefits package.
Interested applicants should email a cover letter, resume, and salary requirements (with the subject line: ASN Exhibits Coordinator) to ASN at email@example.com. Please note the society can only accept online applications for this position.