POSITION SUMMARY

Are you passionate about planning events that make a real impact? Do you thrive on organization, logistics, and creating exceptional experiences? If so, we invite you to bring your talents to our mission-driven organization!

The American Society of Transplantation (AST) is a non-profit medical association dedicated to advancing the field of organ transplantation and improving patient outcomes. With over 5,000 professional members, we are a small but mighty team where every individual plays an essential role in advancing transplantation.

We are seeking a Meetings Manager to support the planning, coordination, and execution of the AST’s meetings and events. This position requires a detail-oriented and highly organized professional who enjoys managing logistics, coordinating vendors, supporting speaker engagement, and ensuring seamless onsite operations. The ideal candidate is highly organized, detail-oriented, and thrives in a fast-paced, collaborative environment. The Meetings Manager will report to the Director of Meetings and collaborate across departments to deliver high-quality events that support the AST’s mission.

This is an existing role within the AST.

Why Join the AST

Joining the AST is an opportunity to work with an ambitious team while making a difference in the field of organ transplantation. We have a smart and enthusiastic team with a great culture and benefits.

At the AST, we believe that culture is more than just happy hour and a foosball table (although we do love some friendly competition). Our values and collaboration are what help to guide us to success with our programs, meetings, and membership.

Example benefits include:

• Exceptional medical, dental, and vision insurance (medical premiums currently paid by the AST, nominal employee costs for dental and vision
• 401(k) plan with employer matching
• Hybrid/remote work options and flexible daily schedules
• Flexible Paid Time Off (PTO), plus 11 paid holidays
• Additional paid time off includes the office closure between Christmas and New Years Day and early-out Fridays during the summer months
• Professional development opportunities and professional organization membership 
• Health club monthly reimbursement

This position is located in Mount Laurel, NJ. The AST is open to considering highly qualified candidates outside of the geographic region for a fully remote or flexible (i.e., hybrid) work schedule.

CORE DUTIES AND RESPONSIBILITIES

• Serve as a key support to the Director of Meetings in the execution of the AST’s annual calendar of events.
• Lead volunteer committees in the program planning process, serving as the primary staff liaison and facilitating regular meetings to guide program development.
• Spearhead program planning meetings by coordinating schedules, preparing materials, capturing action items, and driving follow-up to ensure timely completion of program milestones.
• Develop and maintain planning documents, production schedules, and checklists.
• Assist with site selection, vendor coordination, and contract review under the guidance of the Director of Meetings.
• Support housing, registration, audiovisual, catering, and transportation logistics.
• Liaise with speakers, moderators, and attendees regarding program participation and travel.
• Maintain event budgets and process related invoices.
• Manage on-site logistics including signage, room sets, tech checks, and support staffing.
• Assist in the preparation of reports, materials, and presentations for internal and external stakeholders.
• Coordinate production of event-related materials including programs, signage, and shipping.
• Track continuing education documentation and coordinate with CME provider as needed.
• Support marketing and promotional efforts for meetings, including reviewing copy and managing deadlines.
• This is not meant to be all-inclusive as other duties may be assigned.

Qualifications

The requirements listed below are representative of the basic knowledge, skill, and ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

EDUCATION & EXPERIENCE

• Bachelor’s degree or equivalent work experience
• Minimum of 3–5 years of experience in event coordination or meeting planning

SKILLS & COMPETENCIES

• Strong organizational and time-management skills
• Excellent communication and interpersonal skills
• Ability to manage multiple projects simultaneously
• Proficiency in Microsoft Office and event management platforms
• Knowledge of continuing education compliance (CME/CE) is a plus

PHYSICAL DEMANDS/ WORK ENVIRONMENT:

• Position requires occasional travel (domestic)
• Must be able to work extended hours during peak event times
• Ability to lift and transport materials (up to 25 lbs)
• Standard office environment with prolonged periods of sitting or standing

MEASUREMENT OF SUCCESS

• Timely and accurate execution of meeting logistics and deliverables
• Positive feedback from internal stakeholders, attendees, and vendors
• Adherence to established timelines and budget parameters
• Effective collaboration with team members and external partners

The hiring salary for this position is $55,000-$65,000. We encourage candidates who are passionate about creating exceptional event experiences and supporting a mission-driven organization to apply.

The AST is committed to creating a diverse environment and is proud to be an equal opportunity employer. All qualified applicants will receive consideration for employment without regard to race, creed, color, national origin, nationality, ethnicity, ancestry, age, sex (including pregnancy), family status, marital/civil union status, religion, domestic partnership status, affectional or sexual orientation, gender identity and expression, atypical hereditary cellular or blood trait, genetic information, liability for military service, and mental or physical disability (including perceived disability, and AIDS and HIV status), language, national origin, political affiliation, socio-economic status, and other characteristics that make our employees unique.

About American Society of Transplantation

The American Society of Transplantation (AST) is a 501(c)(3) mission-driven professional society that serves its membership of more than 5,000 clinicians and researchers in the fields of organ donation and transplantation as well as the larger transplant community of organ transplant candidates, recipients, living donors, deceased donor families, and caregivers. This nonprofit organization focuses on its pillars of advocacy, education, research, organ donation, and service to the patient community. The Society provides online and in-person educational opportunities for its members, facilitates funding of research to advance the field and maximize the gift of organ donation, and advocates on a legislative and regulatory level to benefit transplant candidates and recipients and living donors. To accomplish this, the AST employs a talented team of 20 staff members to meet member and community needs. The organization has maintained a growth trajectory, doubling its staff and offerings since 2015. Financially healthy, the operating budget sits at $5.25 million with a strong endowment of $17 million with $2.5 million raised annually. To keep pace with anticipated growth and expanding p...rograms, the AST seeks a range of talented professionals to conceive, develop and implement new and emerging programs, identify and secure additional, diverse sources of funding and recruit, retain and promote top-tier professionals to manage and shape strategy for the organization.

Show more

Show less

Connections working at American Society of Transplantation