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Details
Posted: 03-Jan-23
Location: Washington, D.C.
Type: Full Time (Remote & In Office)
Categories:
Meetings/Expositions/Events
We are seeking a resourceful Meetings professional to implement and oversee all logistical aspects of the Endocrine Society’s meetings, including its signature annual meeting, ENDO. As an Associate Director for Meetings & Event Design, you will also produce and manage enterprise-wide procedures, methods, and processes related to meeting planning/logistics while also continuously assessing them to ensure they remain cutting-edge and effective. Our ideal candidate has a proven penchant for effective, efficient, and precise planning and enjoys working collaboratively with internal and external stakeholders to deliver exceptional event experiences.
What you’ll bring to the job:
- Bachelor's Degree with at least 7-10 years of experience in meetings management, including citywide conventions, convention center-based meetings, and/or scientific meetings with 5,000+ attendees
- Strong project management skills; exceptional organizational skills and ability to work independently
- Familiarity with best business practices and trends in the hospitality and meeting planning industry
- Strong oral communication skills necessary to run large and complex medical meetings
- Proficiency in Microsoft Office, specifically in Outlook, Word, PowerPoint and Excel required. Database experience helpful. Ability to learn new technology as required
Our Values:
We believe in and empower our staff. We know that with our investment in their growth, they have an even greater potential to contribute to our organization. Our core values embody the character and culture of our staff – they guide our decision making, interactions and how we serve our members. As an organization, we are committed to: demonstrating responsible stewardship, treating one another with trust and mutual respect, supporting work life balance, sustaining an inclusive environment, and fostering an environment that encompasses communication, service, collaboration, results & innovation.
We believe in and empower our staff. We know that with our investment in their growth, they have an even greater potential to contribute to our organization. Our core values embody the character and culture of our staff – they guide our decision making, interactions and how we serve our members. As an organization, we are committed to: demonstrating responsible stewardship, treating one another with trust and mutual respect, supporting work life balance, sustaining an inclusive environment, and fostering an environment that encompasses communication, service, collaboration, results & innovation.
What you’ll own:
Endocrine Society Signature Events (Including ENDO), including:
- Serves as a key contact with the ENDO convention center’s Convention Services Manager and coordinates critical ENDO functions, including providing all detailed requirements such as meeting room set-ups, F & B, floor plans, AV, electric, etc.; Reconciles invoices; Maintains meeting history/trends.
- Coordinates attendee housing and registration process and serves as point of contact for external vendors
- Collaborates with internal stakeholders to assess and understand needs for programs & events (e.g. staffing, meeting rooms, convention halls, ballrooms, hospitality suites, hotel rooms, catering, signage, programs, music, security, display areas, and other specialized requirements.)
- Coordinates and manages logistical support for ENDO meetings held outside of convention center (e.g. meeting spaces, contracts, hotel resumes, logistics, food and beverage, etc.) and communicates logistics requirements to appropriate parties.
- Coordinates all logistics for other assigned meetings (Board of Directors, Committees, and Inter-Office Meetings) including preparation of function sheets, food and beverage requirements, signage and AV requests, etc. and executes meetings.
- In collaboration with the Event Education Design team, manage event streaming and/or recording of sessions including vendor management, file tracking, editing, and posting to ES Learning Management System.
- Contributes to the logistics budgets and assists Director, Meetings & Event Design with overall meeting budget; Assist with tracking and managing expenses via working financial tracking documents.
- Collaborates on planning and development of meeting marketing materials with the Meetings, Education, and Marketing teams.
- Perform post-event analysis in coordination with Director, Meetings & Event Design and prepare wrap-up report, including final registration, housing, and other metrics.
Education Programs and Board/Committee Meetings, including:
- Serves as a primary staff liaison to internal staff and partners.
- Develops and monitors budgets working with internal staff and vendors (Examples: Clinical Endocrinology Update, Future Leaders Advancing Research in Endocrinology, Regional Meetings, etc.).
- Recommends potential cities and locations; develops RFPs for meeting facilities and AV company; reviews proposals and prepares recommendations for the Director, Meetings & Event Design.
- Selects potential properties and reviews proposals; Negotiates hotel contracts and reviews the final contracts with the Director, Meetings & Event Design; Prepares site visit materials including suggested meeting room set-up/meeting room assignments, and historical information.
- Provides detailed meeting specifications (meeting room set-up, AV, food and beverage, rooming list, etc.) and communicates all logistics requirements to facilities; Reviews and approves banquet event orders; Manages and monitors room block; Oversees onsite logistics management; Reconciles invoices; Maintains meeting history/trends (room pick-up, F & B costs, attendance, etc.).
Internal Staff Support and Training, including:
- Develops, socializes, and trains Society staff with current event SOPs; maintain and update SOPs and annual timelines for signature events; Create and maintain forms, templates, and planning documents that can be utilized across events to standardize processes, as well as strengthen the overall effectiveness & efficiency to maximize productivity.
- Collaborates with all relevant internal departments to successfully execute events according to the established standards.
- Provides timely and relevant updates to all staff on key milestones and deadlines to allow for seamless planning of all Society events
- Cultivates and facilitate authentic cross communications between department members of core planning team for ENDO whilst fostering a positive esprit de corps.
Maintains an awareness of the meetings and hospitality industry’s trends and builds good business relationships
What you’ll do well:
- As a contributor, ensure the effective, efficient, and sustainable use of program/project resources and assets by identifying wasteful practices and opportunities for optimizing resource use.
- Look at situations from multiple perspectives. Create solutions to problems using novel methods and processes. Develop better, faster, or less expensive ways to do things. Work cooperatively with others to produce innovative solutions.
- Develop and maintain effective relationships with others to encourage and support communication and teamwork. Demonstrate the ability to build and maintain ongoing, collaborative working relationships with coworkers and members to achieve the goals of the organization.
- Ensure that one's own and other's work, information, and reports are complete and accurate. Carefully prepare for meetings and presentations. Follow up with others to ensure that agreements and commitments have been fulfilled. Develop and use systems to organize and keep track of information or progress. Set up and monitor procedures to ensure high quality of work.
- Ensure the effective and efficient use of association resources. Demonstrate knowledge of appropriate business practices and procedures & ability to allocate resources, plan procurement, and oversee budgets and contracts to ensure fiscal responsibility.
What you’ll get out of it:
- Working with a staff that has passion for our mission, believes in one another and has fun.
- The chance to work in an environment that empowers staff to take informed risks and create new programs and services.
- A chance to make a contribution in a fun job with room to make it your own.
- A strong and competitive salary and benefits package that focuses on your well-being and financial health.
Proof of Vaccination & Work Location:
The Endocrine Society values the safety of our employees, our members, and our visitors. In support of these values, if you are selected for this job you must be fully vaccinated against COVID-19, except when vaccination is not medically advised or violates your sincerely held religious beliefs. If you are invited to join our team, you must submit proof that you are fully vaccinated against COVID-19 to an HR partner or you must request an exemption before your actual start date. New employees must either provide proof of vaccination or be granted a medical or religious exemption before working with the Endocrine Society.
This position is located in Washington, DC and walking distance to Metro and major bus lines. The Endocrine Society offers a flexible, hybrid work environment. Employees are expected to work from the office at least 2 days per week to foster our collaborative culture and support cross-functional interaction.
Endocrine Society offers a convenient downtown DC location within walking distance of Farragut North/Farragut West and Foggy Bottom Metro stations. Qualified candidates interested in a purposeful work environment, competitive salaries and excellent benefits, including a generous TIAA- CREF retirement plan with 10% employer contribution, submit resume and cover letter with salary requirements.
EOE/AA/M/F/Vet./Disab.
About Endocrine Society
Endocrine Society is the world's largest and most active professional organization of endocrinologists in the world. Founded in 1916, the Society is internationally known as the leading source of state-of-the-art research and clinical advancements in endocrinology and metabolism. We are dedicated to promoting excellence in research, education and clinical practice in the field of endocrinology. Society membership continues to grow with more than 18,000 members from over 100 countries. These professionals are dedicated to the research and treatment of the full range of endocrine disorders: diabetes, infertility, osteoporosis, thyroid disease, obesity/lipids, growth hormone, pituitary tumors, and adrenal insufficiency.
For employees, Endocrine Society offers a stimulating, collegial work environment of 86 staff where top performance is recognized and appreciated. We pride ourselves on our competitive pay practices and excellent benefits program, including a 10% annual employer contribution to a TIAA-CREF retirement plan, subsidized health, dental and vision insurance, fully paid life and disability income protection, professional development and tuition assistance programs, an on-si...te employee fitness room and generous leave benefits. We have a convenient Downtown D.C. location accessible by the Metro red line Farragut North and blue and orange line Farragut West stations.
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