Chapter Relations, Meetings/Expositions/Events, Project Management/Program Development
4 Year Degree
This position assists in the management of the national and regional educational events, board meetings and retreats, providing strong administrative and project management support. This position works closely with the annual meeting manager in executing the details of the annual meeting and is cross trained in support of both regional and board meeting support. An ideal candidate will have a keen eye for detail, strong project management skills, clear and concise written communication and the ability to have fun while working hard.
Meeting Technology & Content Management (60%)
Assist in set up and monitoring of the submission process for abstract, disclosure, review, acceptance and scheduling of scientific presentations
Produce and maintain speaker agreements for annual meeting conference library
Develop, edit and maintain content and promotional material on annual and regional meeting websites and marking vehicles.
Assist with attendee access to meeting app, data integration verification, speaker presentation slide and handout uploading and general app usage for regional and national meetings.
Respond to meeting questions by phone or email correspondence
Collect, enter and process payment for individual and group registration into the database and send out reminders with outstanding balances
Register staff, invited speakers, exhibitors, and sponsors
Monitor and produce registration status reports
Prepare onsite registration forms
Produce pre-registrant badges, reviewing registration rosters for accuracy and testing onsite badging systems
Meeting Logistics (10%)
Assist with the creation of staging guide for annual meeting by setting up and maintaining session/event information in registration system and abstract management system
Produce, pack and ship meeting materials (supplies, signage, badges, etc.)
Oversee installation and setup registration desk and staff office
Train and prepare SGIM staff and temporary staff in onsite registration processes
Coordinate speaker logistics including invoicing and travel arrangements
Meeting Exhibits and Sponsorship (2%)
Facilitate sponsorship and exhibitor program by execute exhibitor agreements, collecting collateral and ensuring delivery of agreed sponsor and exhibitor benefits successfully
Assist with production of sponsor and exhibitor recognition
Maintain exhibitor floor map
Proactively seek methods to create operational efficiencies or improve the meeting attendee experience
Assist occasionally with execution of regional meetings or committee meetings
Schedules and coordinates meetings, events, and/or other similar activities, which may include coordinating travel and lodging arrangements, catering, onsite logistics and reimbursement.
Performs miscellaneous job-related duties as assigned by management.
Qualifications, Knowledge and Skill Required
Bachelor's degree or equivalent plus a minimum of 2-3 years’ experience in an administrative support role in a fast-paced environment
BA/BS degree in Hospitality/Meetings or Communications preferred or applicable work experience
Experience supporting nonprofit or Association meetings is desired
Microsoft (MS) Office products (Word, Excel, and PowerPoint), MS Outlook, ability to rapidly learn new technology and applications such as databases, social media platforms, mobile applications and scientific abstract management systems
Relentless attention to detail
Timely, helpful, and accurate customer service, including email, telephone, and written communications
Demonstrated ability to maintain high level of professionalism with the ability to work with all levels of the Society’s leadership, staff, and members
Consistently positive attitude with effective customer service skills with the ability to interact with a diverse group of internal and external customers
Ability to remain flexible and to remain calm, multitasking in a fast paced, deadline driven environment
Strong organizational and time management skills, highly motivated, service oriented, ability to work well independently as well as in a team environment
The Society of General Internal Medicine (www.sgim.org) and the Association of Chiefs and Leaders of General Internal Medicine (www.acgim.net)are academic organizations which include Researchers, Educators and Administrators from all Medical Schools and Teaching Hospitals. We are dedicated to improving patient care, education, and research in primary care and general internal medicine.