You are known for your “can-do” attitude. You aim to please and will bend over backward to exceed expectations. You consistently go over and above what is necessary. You are authentic and innovative. You are always looking for ways to do things better, faster, smarter and more cost effectively than they were done before. You are knowledgeable about the newest trends and technology in the industry. You are proactive, creative, and radiate credibility with all levels in an organization, and its members.
If this sounds like you, read on!
The Meetings & Education Society Coordinator, American Shoulder & Elbow Surgeons (ASES) will coordinate the development, implementation, and evaluation of the Society’s activities according to key association management principles and ethics to maintain a healthy and viable organization. Coordinate a wide variety of detailed and complex project management activities, which are dependent upon the Society’s initiatives and strategic plan. Serve as liaison to committees and members as assigned.
Support the society’s mission and vision by serving as a liaison to assigned committees and project teams.
· Work with leaderships of the Annual Meeting Committee, Open Meeting Committee, Residents’ and other Course Committee, Fellow’s Day and other groups as assigned to implement the groups’ deliverables on time and within budget.
· Review and evaluate activities on a regular basis; ensure groups are meeting objectives.
· Assist leadership with agenda development, arrange and communicate meetings and conference calls; distribute agenda materials; write appropriate reports; draft, distribute, and archive meeting minutes/official business; conduct follow-up on action items; provide guidance as necessary.
· Assist with committee projects as assigned; attend meetings as directed.
Coordinate and implement educational offerings within budget and timelines.
· Create and execute the registration system; process registrations; coordinate and supervise on-site registration and maintenance activities.
· Develop the “call for abstracts,” manage the evaluation of submissions and implementation of related communications.
· Serve as liaison to speakers. Solicit speakers and prepare related communications material, communicate with speakers regarding conference logistics and expectations. Develop, collect, and record required paperwork, presentations, and handouts.
· Coordinate the e-poster selection process and display communications and arrangements.
· Create, produce, and distribute all print and electronic meeting materials.
· Maintain meeting records, such as registrations, speakers, programs, etc.
· Collect, prepare, and distribute materials for CME credit approval.
· Evaluate and suggest new educational programming, products, and/or learning formats to enhance members’ and attendees’ experiences; implement changes as directed.
· Pack and unpack for meetings; lift and move boxes.
Coordinate logistical and promotional elements of industry support for meetings, courses, webinars, and scholarships to meet or exceed annual budget.
· Coordinate management of vendor relationships related to programming and events.
· Create and distribute prospectus materials to industry contacts; coordinate sponsorships and in-kind surgical equipment donations, workshops, and branding opportunities.
· Coordinate exhibits to include an exhibit hall layout, set up/take down, and exhibitor fees.
· Serve as liaison to exhibitors and industry representatives. Prepare exhibitor and workshop materials, prepare marketing and related communication materials, and communicate with exhibitors/representatives regarding conference logistics.
· Secure funding for scholarships and coordinate for various meetings and/or events.
· Create and distribute acknowledgements; create and coordinate an awareness program.
· Maintain records, such as exhibits, workshops, industry representatives, sponsorships, etc.; provide routine reports.
Conduct other duties as needed or assigned.
· Prepare confidential and special reports as directed.
· Establish and maintain files.
· Develops timelines, procedures, and schedules for projects as assigned.
· Provides administrative coordination as requested to facilitate department projects and activities.
· Perform all other job-related duties as required or assigned.
12-15 days per year
Undergraduate degree or equivalent work experience.
Four years of association management experience.
Proficient in Microsoft Office.
Excellent member service mentality and delivery; effective verbal and written communications; strong organization and interpersonal skills.
Ability to think proactively and creatively.
Must excel in a fast-paced, team-oriented environment.
Cooperative, supportive, and “can do” attitude is crucial to success.
This person must have integrity and credibility with leaders, members, vendors, and staff.
Experience with Personify.
If this describes YOU, please apply by sharing the following:
-Clearly communicate why you are the ideal candidate for this role, providing specific examples and experiences as proof points.
-Resumes must be accompanied by a cover letter with salary expectations to be considered.
The American Academy of Orthopaedic Surgeons
Founded in 1933, the Academy is the preeminent provider of musculoskeletal education to orthopaedic surgeons and others in the world. Its continuing medical education activities include a world-renowned Annual Meeting, multiple CME courses held around the country and at the Orthopaedic Learning Center, and various medical and scientific publications and electronic media materials.