The American Society of Echocardiography (ASE) is non-profit medical organization committed to advancing cardiovascular ultrasound to improve lives. ASE is a dynamic, team-oriented business with an excellent benefit package, generous PTO allotment, flexible hybrid work environment, and competitive compensation packages.
ASE is seeking a full-time Meeting Planner for the ASE Headquarters office in Durham, NC.
Position Summary: A key member of the Education and Meetings Department, the Meeting Planner position is responsible for planning and organizing live meetings and events. This client-facing role will oversee full- cycle event planning including development and coordination of meeting logistics, budget management, on- site event management, and final reconciliation. The ideal candidate will be highly proficient in the Microsoft
Office Suite, have outstanding organization skills, experience working in a fast-paced environment, be detail oriented, a seasoned traveler, and have the ability to successfully prioritize and manage multiple duties.
Essential Duties and Responsibilities:
- Responsible for all aspects of assigned courses and meetings, including pre-course planning, registration, venue/hotel management, contract adherence, audio visual requirements, and evaluations.
- Active involvement in participant registration, housing, shipping, supply ordering, and other planning duties for assigned meetings.
- Onsite meetings management including registration desk management, audio-visual management, and other duties to assure a positive attendee experience.
- Work with course director and marketing team to develop and distribute course brochures. Ensure course website and registration site has accurate information.
- Work with Education staff to assure that the conference adheres to ACCME rules and regulations.
- Assist Senior Director of Meetings with creation of yearly event budgets as assigned.
- Follow event budgets and monitor expenditures for assigned meetings. Reconcile and process all invoices and prepare final history report for meetings, as needed.
- Prepare event forecasts including registration numbers, housing pick-up and budget projections.
- Actively collaborate with sponsors, organizing committee, and staff to plan scope and format of events. Serve as the staff liaison and conduit for questions, advice and implementation related to assigned events.
- Conduct post-event evaluations of staff, program committee, and attendees to determine how future events could be improved prior to next planning cycle.
- Keep abreast of convention and meeting marketing trends and facilities and use these to inform and improve future events.
- Keep abreast of continuing medical education trends and use these to inform and improve future events.
- This position would be responsible for assisting with or managing multiple meetings as assigned by the Senior Director of Meetings. ASE’s annual portfolio of standing meetings includes:
o January – approximately 300 attendees
o February – approximately 250 attendees
o June – Annual Scientific Sessions, approximately 2000 attendees
o October – approximately 250 attendees
o Board meetings and other smaller external meetings on an ad hoc basis (TBD)
Administrative:
- Assist with handling and processing incoming calls, emails and faxes related to housing, registration or other event details with excellent customer service and a personable demeanor.
- Support the organizational structure of ASE by attending staff meetings, working on task forces, seeking and attending professional development opportunities, working in a team atmosphere and cooperating with other staff members, completing minutes, meeting summaries, and paperwork in a timely manner.
- Contribute to other projects and tasks as needed in support of ASE’s success.
Travel:
- Travel to ASE meetings in domestic, U.S.-based locations will be required.
Minimum Job Requirements:
- Education: Bachelor’s degree required.
- Experience: A minimum of 3-5 years’ experience in meeting planning is required. A professional background working in a scientific, medical, education, or professional association setting, and prior experience working with physicians, high-level professionals, and volunteer committees is preferred.
Specific Skills/Knowledge:
- Knowledge in professional best practices for implementing continuing professional education programs, including familiarity with CME, ACCME, and PhRMA rules and regulations compliance related to meeting coordination.
- Outstanding organization and communication skills, both written and oral, with superior attention to detail and accuracy.
- Excellent interpersonal skills, professional appearance, and demeanor.
- Proven ability to coordinate projects that involve multiple stakeholders, internal and external.
- Commitment to superior level of customer service.
- Excellent writing and grammatical skills.
- Proven ability to manage multiple, concurrent projects in a fast-paced environment within expected deadlines and budgets.
- Proven ability to manage projects that are computer-based and to process and accurately manage data.
- Proven ability to handle travel arrangements for business clients.
Physical Requirements:
- Must be able to sit for long periods of time.
- Must be able to perform repetitive hand and wrist movements.
- Must be able to stand and walk for long periods of time during events.
- Must be able to work a variety of hours in order to implement events.
- Ability to travel by airplane to domestic U.S. event locations as assigned.
While it is intended to be an accurate reflection of the job duties and requirements, ASE management reserves the right to modify, add, or remove duties and to assign other duties as necessary. This job description does not constitute a contract and should not be construed as a contract.
ASE is an equal opportunity employer and offers equal employment opportunities without regard to race, color, religion, sex (including pregnancy), national origin, age, disability, veteran status, sexual orientation, marital status, genetic information, and other protected class characteristics.
Visit our websites for more information on ASE (https://www.asecho.org) and the ASE Foundation
(https://www.asefoundation.org).
Job Type: Full-time
Pay: $55,000.00 - $63,000.00 per year
Benefits:
- 401(k)
- 401(k) matching
- Dental insurance
- Flexible schedule
- Health insurance
- Health savings account
- Life insurance
- Paid time off
- Vision insurance
Schedule:
Supplemental pay types:
COVID-19 considerations:
All ASE employees must obtain the COVID vaccination prior to beginning work.
Ability to commute/relocate:
- Durham, NC 27713: Reliably commute or planning to relocate before starting work (Preferred)
Experience:
- Meeting Planning: 3 years (Preferred)
Work Location: One location