Meetings Manager, WAO/SBM
CLIENT ASSOCIATION: World Allergy Organization, WAO (50%) and Society of Behavioral Medicine, SBM (50%)
POSITION REPORTS TO: Executive Director, WAO and Senior Meetings Manager, SBM
EMPLOYEE STATUS: Exempt
The WAO Meetings Manager will oversee logistics of board, committee, and organizational meetings, which are held in the United States and abroad; including, but not limited to: preparing Requests for Proposal, venue exploration, and onsite management. This position will also promote meetings via e-mail, the WAO website and social media. The SBM Meetings Manager provides general administrative support for the SBM Annual Meeting and TBD activities. This position aides in the successful planning and implementation of these meetings with a focus on the registration and logistics. It also serves as a point of contact for inquiries relating to these meetings.
POSITION RESPONSIBILITIES (Minimum of 37.5 hours/week):
WAO Logistics/Meeting Management
- Oversee all logistical aspects of board and committee meetings, including securing venues, audio-visual needs, food, social events, and transportation, in advance of the meeting and on site
- Assist the Executive Director in organizing reimbursement requests for board members
- Organize WAO exhibit space at third party meetings
- Conduct research and due diligence for future meetings
- Organize logistics of other WAO programming, including assistance for Speaker Requests and WAO Symposia on third party programs
- Work with committee chairs to oversee the selection process and the coordination of the World Allergy Training Schools (WATS)
- Apply for Continuing Medical Education (CME) credits and ensure adherence to these requirements as needed
- Assist the Executive Director with meeting promotions via e-blast, social media, the WAO website, and print
- Work with other Staff and EDI Support Services to fulfill other duties as assigned
SBM Registration/Meeting Management
- Coordinate and implement all aspects of meeting registration processes including: database set-up (through iMIS 15), form processing, payment collection and confirmation distribution, and manage onsite registration desk at live events;
- Coordinate and implement all aspects of registration materials needed including attendee packet creation, bag inserts/stuffing, registration forms and ship out with the input from appropriate staff as needed;
- Answer telephone, fax and email inquiries from meeting attendees regarding registration/housing for the Annual Meetings;
- Maintain accurate reports for educational activity analysis including registration pace reports, attendee analysis reports, budget comparison reports, etc.;
- Coordinate with appropriate staff for distribution of meeting-related broadcast emails (registration and housing deadlines, etc.);
- Track and communicate with speakers regarding presentation times, poster and handout deadlines, etc. (SBM)
- Develop and implement ship-out (timelines and processes) for all live meetings and activities;
- Manage the meeting supply inventories;
- Submit and request changes for the meeting websites, as needed;
- Compile information for the pocket program and facilitate the printing of the program;
- Send abstract submission reminder emails as needed (submission deadline, reviewer reminders, presentation reminders);
- Run abstract submission reports and assist with offsite meeting prep as needed (print and organize all abstracts for program planning meeting, prepare shipment);
- Assist with testing various meeting related processes including but not limited to: abstract submission, abstract reviews and mobile app;
- Coordinate and implement all aspects of the student volunteer program for the annual meeting: update and sending out application, reviewing submitted applications, selecting volunteers, communicating with volunteers leading up to and during the meeting, process meeting registration reimbursements;
- Coordinate and implement all aspects of the student speed networking session at the annual meeting: recruit mentors, manage communication to students and mentors, and match students and mentors;
- Serve as staff liaison to the Local Arrangements Committee;
- Attend and record committee calls, complete minutes;
- Assist Executive Director and Senior Meetings Manager with providing administrative support to Societies’ leadership, including but not limited to, travel for committee members or meeting delegates; and
- All other duties as assigned.
AMOUNT OF TRAVEL REQUIRED: Approximately 3-5 weeks per year including some international travel; some weekend, early morning, and late evening work required.
EDUCATION/EXPERIENCE REQUIRED: Bachelor's degree preferred; excellent organizational, communication, and writing skills; able to work independently and on a team; ability to prioritize varied assignments and handle multiple tasks. Detail-oriented with outstanding organizational and critical thinking skills. Experience in meeting planning a plus. Working knowledge of Microsoft Word, Excel, website browsers, and databases is required. Experience with HTML and web content management system is preferred.
PHYSICAL REQUIREMENTS: Must be able to walk great distances in large meeting spaces, move quickly from place to place, and lift and move boxes up to 50 lbs.
INTERNAL/EXTERNAL RELATIONSHIPS (clients and vendors): Internal - liaison with all WAO/SBM staff and EDI support staff. External – WAO/SBM leadership, members, supporters, decorators, exhibitors, hotel staff, etc.