ISAC Senior Meetings Coordinator

ISAC Sr. Meetings Coordinator

International Society for Advancement of Cytometry, Arlingon, VA, USA

JOB DESCRIPTION: ISAC Sr. Meetings Coordinator

Coordination of ISAC’s meetings and events. Reports to the Meetings Director. This is a full-time new hire required for the support of meeting operations.

The Sr. Meetings Coordinator will help coordinate all planning aspects related to ISAC’s meetings and exhibits including the society’s annual Congress CYTO, held in North America or Europe with approximately 2000 attendees and exhibitor staff; the bi-annual CYTO Asia, with 800 attendees; and smaller executive or educational meetings.

Continually improves ISAC’s meetings with best practices and innovative approaches.

SKILLS REQUIRED

Specifically support tasks but not all inclusive;

• Supports the financial tracking for each event, to include; building an invoice tracking chart, ensures invoices are accurate and processed according to ISAC financial standards, tracks and manages the conference weekly meeting trends, etc. Manages RFP process for meeting cancellation insurance, completes credit applications, helps to arrange nonprofit exceptions.
• Works from the official timeline for all meetings and adheres to the timelines schedule, provides regular updates on status of progress related to each timeline item.
• Participates in the site selection; venue, hotel and other venues and/or support vendor.
• Responsible for maintaining the registration and housing portion of the meetings with the vendor according to the work processes established by ISAC. Provide trend reports weekly. Main customer service for coordinating rooms, registration, transportation, reimbursement for VIPs
• Coordinates and communicates with the abstract submitters about their status, and anything we need for them to be aware of, such as deadlines and next steps. speaker coordination/follow up (presentations, confirmation notices, collection of program details, reminders, registration, deliverables associated with paid speakers, reimbursements, etc)
• Responsible for making event updates to the abstract system, event web pages and to the mobile app.
• Assists Meetings Director with space assignments, diagrams and floorplans; AV; internet/Wi-Fi; signs; meeting app; program; posters; food and beverage; photography; security; shipping; show decorators; transportation; entertainment and offsite event planning; onsite staffing and supervision; expense reimbursement; travel awards and post-meeting reporting.
• Participates in the CYTO planning meetings.
• Coordinates shipping and inventory of event materials. Purchase swag and conference bags after supervisor approval.
• Works with assigned ISAC committees and task forces and helps coordinate their activities. Schedules and prepares materials for conference calls and meetings, drafts correspondence, meeting minutes and reports, follows up on action items and deliverables.
• Other duties as assigned.

SKILLS REQUIRED

• Strong communications skills, both written and verbal – positive attitude
• Ability to manage multiple projects at a time, and reprioritize as necessary
• Able to thrive in a small staff, team environment
• Strong attention to detail and the ability to multi-task.
• Strong interpersonal and conflict resolution skills that enable you to work effectively with staff, both individually and in a team environment, with vendors and with volunteers at all levels (leadership, members, committees, etc.)
• Must be a doer, able to work well under pressure in a fast-paced environment with demanding deadline schedules.
• Strong customer service orientation and satisfaction in providing assistance.
• Cultural literacy and ability to work in international setting

EDUCATION AND EXPERIENCE

• Associates degree preferred
• 3-5 (full time) years of related experience in meeting planning
• Experience working with volunteers, customers or members preferred.
• Experience with meetings management software and Microsoft Office applications.
• International experience preferred.

WORKING REQUIREMENTS

• Work is primarily performed in the ISAC office during normal business hours. Travel and other work- related assignments on weekends and evenings are possible.
• Sitting and /or standing for a full work- day
• Extensive use of computer keyboard, mouse and monitor
• Routinely lift objects less than 10 lbs and occasionally lift objects up to 40 lbs.
• Work will also be required at ISAC meeting venues including convention centers and hotels.
• Participation in conference calls outside of normal business hours may be required.
• Travel, including international, to work at ISAC meetings will be required. Inclusion of weekends may be involved.