Meetings Coordinator

Description

AACC, a DC-based dynamic, international scientific/medical society of clinical laboratory professionals, physicians, and research scientists focused on clinical chemistry and related disciplines, is seeking a Meetings Coordinator.

Reporting to the Senior Manager, Meetings, the Meetings Coordinator provides support and coordinates meeting activities for AACC's Annual Scientific Meeting (ASM) and smaller conferences and meetings as coordinated by the Meetings Department.

Responsibilities Include:

Annual Scientific Meeting (ASM):

• Works with Meetings Manager to produce final \"Function Book\" for distribution to vendors such as hotels, convention centers decorator, audio-visual company, and convention and visitors' bureaus (CVBs) for the ASM.
• Works with AACC staff to identify meeting requirements for requests for the Annual Meeting events at the convention center and headquarter hotels. Ensure "Function Book" is updated and complete with necessary event specifications and assist in distribution to applicable vendors.
• Works with AACC staff to assist with event budgets as necessary.
• Assists manager with assigning meeting space for AACC staff events and affiliate organizations held at the headquarter hotels and other applicable venues.
• Monitor and update the ASM website.

Other Conferences, as Assigned:

• Collect event requirements from AACC staff liaisons and assist with RFPs. Review proposals, provide comparison spreadsheet and work with the manager to recommend an appropriate venue considering event timing, budget and requirements.
• Works with AACC staff liaison to assist with event budgets as necessary.
• Adapts template timeline and confirms deadlines for each conference. Communicates to other departments as necessary.
• Develops and ensures event "Function Book" is updated and complete with necessary event specifications and distributes to applicable vendors. This includes but is not limited to: catering, audio visual, signage, room set, guarantees.
• Communicates travel guidelines and instructions to speakers, planning committee members and AACC staff.
• Monitor hotel reservation website for attendees and submits rooming list for speakers, planning committee members and AACC staff.

Department Duties:

• Coordinates specific requirements for assigned AACC meetings and conferences.
• Assists manager as needed in development of RFPs, comparison, and analysis of department proposals (hotels, service contractors, other vendors).
• Assists with tracking of event budgets and coding/reconciling all invoices related to meetings.
• Interacts with all AACC employees, volunteers and vendors to facilitate positive and productive working relationships.
• Travels to and attends the Annual Scientific Meeting, necessary pre-planning meetings and other smaller conferences as required.
• Other duties as assigned.

Requirements

• Bachelor's or Associate's degree in business communications, event management, marketing or related field or work experience in lieu of degree.
• 1-2 years' experience working in meeting planning, ideally in an association setting.
• Comfort and experience using PowerPoint and Excel. Event management software and relational database skills a plus.
• Strong verbal and written communication.
• Ability to multitask and juggle multiple projects.
• Excellent customer service skills and grace under pressure.

AACC is dedicated to building a team of professionals that is as diverse as our members. AACC is proud to be an Equal Opportunity Employer.

AACC cares about its employees, and offers a benefit package designed to attract, reward, and retain talented individuals who are committed to excellence in everything they do. To learn more about our benefits, go to: https://www.aacc.org/career-center/careers-at-aacc

AACC currently is working a hybrid office schedule with staff coming into the office one day a week with the ability to work remotely from home up to four days a week.