To act as meetings assistant for AACE Meetings & Events.
Duties and Responsibilities:
Provide support to Director of Meetings for all AACE meetings and events.
Act as primary liaison for providing telephone and e-mail support to meeting registrants and membership regarding AACE meetings and events.
Prepare related correspondence and informational/promotional materials issued to registrants and membership pertaining to Annual Meeting.
Act as primary contact with education department for abstract and poster submission process.
Work directly with ePoster company to coordinate program updates and scheduling.
Responsible for maintaining Cadmium data related to the conference mobile app, logistics and website.
Assist Director of Meetings with logistical support including catering, sign orders, meeting room sets and on-site management.
Ensure that the AACE Meetings Calendar online is updated with current information.
Provide administrative staff support for AACE educational programs, including issuing RFPs, collecting and comparing responses, preparing logistics, executing on-site operations. collecting invoices and preparing post-event reconciliation and assisting with submission of CME materials.
Process meeting registrations; answer phone calls; assemble pre-meeting materials, organize and track shipments.
Assist meetings department on project related tasks as needed, working with multi-disciplinary teams throughout the association.
Work with contracted travel vendor to monitor and book travel for Board of Directors, faculty, staff, etc. for meetings and events.
Review and approve travel requests from board, faculty and staff as requested outside of standard policy.
Assist with implementation of marketing concepts to encourage and increase registration and attendance for AACE educational programs.
Other duties as assigned.
This job description in no way states or implies that these are the only duties to be performed by the employee(s) incumbent in this position. Employee(s) will be required to follow any other job related instructions and to perform any other job-related duties requested by any person authorized to give instructions or assignments.
AACE is an Equal Opportunity employer. Personnel are chosen on the basis of ability without regard to race, color, religion, sex, national origin, disability, marital status or sexual orientation, in accordance with federal and state law.
Preferred 2-3 years of experience or education in meeting planning, hospitality, pharmaceutical education or similar work-related experience. Significant experience with Microsoft Office 365 required. Exposure and working knowledge of Association Management Systems (AMS) and meeting management technologies a plus. Must possess the commitment to high-level job performance and excellent interpersonal communication skills. Must maintain strict confidences of highly sensitive or confidential information; Excellent organizational skills, goal and multi-task oriented, and proofreading ability required; Must be able to work within a fast-moving environment, while also driving toward clarity and solutions in the competitive meeting management arena. Must be professional in attitude, flexible and dependable and have the ability to endure long hours of sitting, standing and/or walking; lifting and carrying of boxes of meeting materials within weight limits to be defined; Must be willing to work overtime, including weekends and travel to staff AACE related meetings as needed.
Telecommuting is allowed.
The American Association of Clinical Endocrinologists is a professional community of physicians specializing in endocrinology, diabetes, and metabolism committed to enhancing the ability of its members to provide the highest quality of patient care.