The Infectious Diseases Society of America (IDSA) is seeking a Coordinator, Meeting Planner. IDSAis a community of over 13,000 physicians, scientists and public health experts who specialize in infectious diseases. Our mission is to improve the health of individuals, communities, and society by promoting excellence in patient care, education, research, public health, and prevention relating to infectious diseases.

We are an innovative and dynamic professional association committed to the principles of inclusion, diversity, access, and equity. Our team embodies the following core values:

Member-Centric, Excellence, Respect, Innovation,Teamwork and Trust

The Society is a great place to work! IDSA has a highly competitive total compensation package, offers flexible work, telework arrangements, and our organizational culture is highly rated by staff. Our new office is located two blocks from the metro and has a free gym onsite.

The Coordinator, Meeting Planner provides general support to the Meetings department with specific emphasis on the accurate preparation and dissemination of meeting specifications for venues, contractors, and internal staff. This position also works at the direction of the meeting manager to handle arrangements for other IDSA events and meetings as assigned.

The ideal candidate is a team player who has experience coordinating with internal and external stakeholders and ensuring the smooth execution of all IDSA meetings and events.

Characteristic Essential Responsibilities

• Coordinates select logistics for IDSA events and IDWeek including hotel and convention center events and activations.
• Provides on-site support during IDSA and/or IDWeek events, ensuring smooth operations and addressing any last-minute issues or changes.
• Facilitates all direct bill and credit card authorizations and codes bills in support of Meetings Manager and Housing and Registration Specialist.
• Manages IDWeek HQ, staff office and staff lounge including catering, supplies, set up and equipment.
• Supports preparation of staff/volunteer training materials.
• Serves as primary POC for staff housing for IDWeek in conjunction with housing/registration manager.
• Coordinates and project manage meetings for IDSA including sourcing, contracting, logistics etc. in accordance with department processes and with clear timelines, communications and at the highest standard.
• Supports in-house meetings logistics including room set, catering and tech needs
• Assists with production and proofreading of department publication materials including the final program, the final addendum, program primer, and Program at-a-Glance.
• Supports the development of the mobile app.
• Supports IDWeek continuing education requirements, documentation, reporting and assist attendees with credit claiming.
• Coordinates and project manage the logistics for meetings as assigned from start to completion.
• Supports the Vice President, Director of Event Operations, and other department staff with various administrative tasks, such as committee assistance, reporting, responding to phone and email inquiries, scheduling meetings, coordinating zoom meetings, ordering supplies.
• Serves as point of contact for all M&E inquiries initiated by telephone, voicemail, info@idweek.org and meetings@idsociety.org inboxes and liaise between databases.
• Schedules meetings and distribute agendas for IDSA Meetings and Event department planning meetings including monitoring the RACI documents and updating timelines.
• Performs other work-related duties as assigned.

Accountabilities

• The Coordinator, Meeting Planner will ensure quick and accurate responses to all inquiries directed to the Meetings Department.
• The Coordinator, Meeting Planner will ensure the coordination of high-quality events that meet the needs of IDSA membership and staff.
• The Coordinator, Meeting Planner will ensure that team is supported by managing department meetings and taking notes by leveraging skills in communication and collaboration.

Minimum Qualifications and Experience:

• Associate degree from an accredited university or equivalent experience in related area
• Two years previous office support or administrative experience in a similar setting preferred
• Meeting and event planning experience preferred
• Non-profit or member association experience a plus

Competencies: Knowledge, skills, and abilities

• Excellent organizational skills, ability to see projects through from start through completion
• Detail oriented, with ability to multi-task as needed
• Proficiency in MS Office suite (Word, Excel, Outlook, Teams, etc.)
• Ability to prioritize deadlines and manage multiple tasks in a fast-paced environment
• Team player and ability to demonstrate initiative
• Strong proofreading, editing, and writing skills
• Basic HTML skills, ability to work database data entry and reporting skills
• Working knowledge of Adobe suite of products, particularly Acrobat
• Ability to professionally interact with vendors, members and colleagues
• Strong written and oral communications skills

Travel Requirements

• Ability to travel up to 10% of the time, including occasional weekends and evenings.
• IDWeek
• IDWeek Chairs Meeting
• IDWeek Program Committee Planning Meeting
• Annual All Staff Retreat - June
• End of year Celebration December
• Other on-site management as needed.

EEO Statement:

The Infectious Diseases Society of America (IDSA)is an equal opportunity employer and considers all applications without regard to race, color, religion, creed, sexual orientation, gender, gender identity, gender expression, national origin, age, disability, socioeconomic status, marital or veteran status.We also welcome those of all abilities and make reasonable accommodations to support successful outcomes for our team members.