Responsibilities

Plan and implement committee and editorial board meetings and educational events at both ASAHQ venues in Schaumburg and Washington DC.

Serve as the primary event planner providing support to committee liaisons and ASA staff. Flexibility in schedule as weekend work is required for various events.

• Planning and oversight of event orders, meeting space set up / tear down, hotel guest room blocks, catering, audio visual, transportation, and event budgets for assigned meetings.
• Provide on-site staffing and project coordination for external, revenue generating organization events scheduled in the ASAHQ Conference Centers in Schaumburg and Washington D.C.
• Oversee planning for all Meetings Department events and other meetings as assigned by the Conference Center Manager.
• Responsible for planning all ASA offsite Executive Office dinners and other events as necessary throughout the year
• Plan all site visits for all ASA meetings including but not limited to ANESTHESIOLOGY and ADVANCE meetings.
• Oversee logistical planning for the ANESTHESIOLOGY annual meeting shipment, photography support and community giveback programs.
• Provide onsite and planning support in collaboration with Meetings Department staff leads as needed for ASA Governance and Advocacy meetings including Legislative Conference, Board of Directors Meetings, House of Delegates and other Governance meetings and events held during the Annual Meeting.
• Responsible for Requests for Proposals, pre and post-event reporting, presentation creation and other meeting related projects for assigned events.

Position Qualifications :

• Minimum 1 years of related experience in meeting planning and logistics, including previous experience with a high volume of public / member interaction.

Hotel experience (Convention Services, Catering, Sales and Operations) a plus.

• Experience working with hybrid and virtual meetings required.
• Association (membership organization) experience preferred.
• Certified Meeting Professional (CMP) and Digital Event Strategist (DES) or similar certifications a plus.
• Involvement and interest in industry organizations (PCMA, MPI, etc.) desired.
• Knowledge in continuing professional education programs including familiarity with CME, PhRMA, and ACCME rules & regulations compliance related to meeting coordination preferred.
• Computer proficiency in Microsoft Office.
• Highly developed interpersonal skills, ability to network, and demonstrated high level of confidence and poise with a strong member service orientation.
• Demonstrated personal integrity in negotiations with vendors and contractors and in communications with members and staff.
• Ability to recommend and implement professional best practices.

Last updated : 2024-05-13