Company Name:

American Gastroenterological Association

Location:

Bethesda, Maryland

Approximate Salary:

Not Specified

Job Category:

Event Organizer

Posted

June 22, 2018

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Meetings Coordinator

TITLE: Meetings Coordinator

REPORTS TO: Manager of Registration and Housing

SUMMARY: Responsible for coordination of registration, housing and general logistics

Duties and Responsibilities:

  • Assist Manager of Registration and Housing in coordinating general, registration and housing logistics for Digestive Disease Week® (DDW) and Crohn’s & Colitis Congress™ (Congress).

  • Manage DDW and Congress general email correspondence and phone calls.

  • Update website with registration, housing and general information throughout the year.

  • Work with sponsoring societies to obtain all necessary registration and housing data.

  • Communicate with societies and oversee society deadlines in weekly society newsletter.

  • Assist with DDW VIP process, maintain VIP database and manage invoicing post-meeting.

  • Assist with registration reports, including weekly, sponsoring society, financial and historical reports.

  • Facilitate ticket copy process with registration vendor and sponsoring societies.

  • Coordinate badge mailing process and finalize badge samples prior to mailing.

  • Oversee inventory and ordering of all registration meeting materials (badge holders, ribbons, etc.).

  • Coordinate with the Marketing Department for content and format of all DDW promotional materials, including Preliminary Program, registration emails and on-site registration form.

  • Work with the housing vendor to execute all housing related tasks in accordance with the developed and agreed upon timeline.

  • Support the internal housing contract process.

  • Assist with the establishment of all master accounts for hotels, and reconcile hotel bills for sleeping rooms/programming at hotels.

  • Assist with staff shipping logistics to and from meeting locations.

  • Provide support to Manager of Registration and Housing, Director of Convention Activities and Vice President of Meetings and Conventions.

  • Other duties, consistent with this position, as assigned.

 

Qualifications:

  1. 1-3 years of prior meeting experience or college degree in the hospitality/tourism/event management field.

  2. Exceptional oral and written communication skills.

  3. Highly organized with attention to detail and an ability to handle multiple projects simultaneously.

  4. Positive “team player” attitude and excellent interpersonal skills.
  5. Ability to travel 2-3 times per year.

Company Name:

American Gastroenterological Association

Location:

Bethesda, Maryland

Approximate Salary:

Not Specified

Job Category:

Event Organizer

Posted

June 22, 2018

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