Senior Meetings Coordinator

Primary Function:

Coordinates with the Director of Meetings in providing a full range of meeting services for the successful planning and execution of ASBMB Annual Meetings, Symposia series, and other events as assigned.

MAJOR DUTIES AND RESPONSIBILITIES:

LOGISTICS/ADMINISTRATION

• Develops timelines, adheres to projects deadlines, and follows through on action items.
• Prepares RFPs, collects and evaluates bids from vendors/facilities, negotiates terms and pricing. 
• Works with the Meetings Director in the preparation of event budgets.
• Reconciles invoices and sponsorship funds.
• Works with vendors/facilities on meeting requirements and accommodations, prepares rooming lists, and prepares facility orders for room set up, food and beverage, AV, orders supply and arranges shipment, etc.
• Arranges for transportation, offsite events, and excursions.
• Collects and monitors housing pick up reports. 
• Prepares and updates online forms.
• Coordinate in the preparation of grant applications and reports for outside funding support.
• Works with organizers on meeting requirements, disseminates information to internal teams and provides updates for website, promotions, communications.
• Collaborates on marketing efforts to promote meetings and events. 
• Prepares correspondence for speakers, organizers, chairs, and participants.
• Processes participant registration, prepares certificate of attendance and awards. 
• Prepares participants surveys and disseminates data to relevant contacts.
• Maintains and updates yearly statistics and historical data on room pickups, attendance, abstract submissions, exhibits, sponsorship, budgets, awards. 
• Provides on-site support for meetings and events as needed.
• Recommends efficiencies in processes and procedures to enhance work flow.
• Coordinates, prepares and distributes agenda/minutes for in person meetings and conference calls. 
• Responds to email and phone inquiries.

ABSTRACTS AND AWARDS

• Updates abstract submission site and systems.
• Coordinates the review of abstracts with committees and enters selections in databases for preparation of program notifications and online/printed program or mobile app.
• Updates and maintains database and spreadsheets of invited speakers, awardees, workshops, and other talks relative to the meeting.
• Tracks program/speaker changes and updates relevant databases, websites, programs. 
• Uploads speaker/sessions data on the abstract submission systems and updates accordingly. 
• Prepares and sends correspondence to speakers and organizers and collects information needed for promotional purposes and programming needs. 
• Prepares and sends programming notifications to authors. 
• Prepares and sends session chair correspondence.
• Updates the travel award program on website and application, maintains travel award database,  corresponds with awardees, and reviews reimbursement requests for processing.
• Administers the Travel Award program, screens applications for eligibility, coordinates review with    committee, and sends notifications to applicants.
• Responds to email and phone inquiries.

Skills and Qualifications

Education: Bachelor's Degree in Hospitality/Business

Experience:  3-5 years relevant scientific meeting experience  

Please apply through www.faseb.org/employment with a cover letter, resume and salary requirements.

For more information, please visit: www.asbmb.org.