Meetings and Partnerships Specialist

Planned Start Date: January 5, 2027

Classification: Full-time, Non-Exempt (Hourly)

Reports to: Senior Education Manager

Position Overview

The Meetings & Partnerships Specialist is responsible for executing all logistical aspects and sponsorship fulfillment, as well as contributing to content creation of the ACVIM Advanced Continuing Education (ACE) in-person offerings. This includes oversight of daily activities necessary to operate these areas of responsibility and working collaboratively with the education, marketing, and industry relations teams. This position will support additional organizational needs around meetings and events as well as provide administrative support to the department. This individual will operate in a high-performing, collaborative team environment and will work with internal team members, other departments, suppliers, committee and board members, as well as other key stakeholders to maintain a positive and professional image for all aspects of the ACVIM.

Essential Functions

Key Responsibilities:

• Manages project plans, timelines, and logistics for assigned in-person ACE courses from initial planning through post-course closeout.
• Coordinates venue and vendor selection, including RFPs, proposal review, contract negotiation, and management of contracted services.
• Develops and manages course budgets, monitors expenses, reviews invoices, and coordinates final financial reconciliation.
• Manages speaker administration and logistics, including contracting, communications, deliverables, travel and housing needs, and payment processing.
• Manages course registration and attendee services, including registration setup and reporting, participant communications, housing coordination, and onsite support.
• Coordinates all operational and onsite logistics for courses, including venue arrangements, audio-visual needs, food and beverage, transportation, equipment, materials, signage, shipping, and related services.
• Coordinates continuing education administration, including CE documentation, attendee credit processes, required records, and maintenance of course-related RACE information.
• Maintains and coordinates course-related website content, participant communications, registration information, and other digital resources.
• Collaborates with Marketing and program staff on course communications, promotional materials, timelines, and attendee engagement.
• Coordinates sponsor fulfillment and logistics, including sponsor communications, recognition, equipment needs, shipments, onsite requirements, and agreed-upon promotional deliverables.
• Supports course evaluation and post-course reporting, including evaluation administration, data compilation and analysis, follow-up activities, and recordkeeping.
• Supports assigned committees and planning groups and participates in meetings and other course-planning activities.
• Provide support to the ACE virtual learning programs, as needed.
• Performs a variety of administrative duties including preparing routine correspondence, scheduling meetings, phone coverage, and print and digital file maintenance.

Minimum Qualifications

Education and Experience:

• Bachelor’s degree or equivalent work experience.
• Minimum of 3-5 years’ experience in a professional society, membership organization, or hospitality.

Skills / Knowledge:

• Vendor Management: Maintains strong vendor relationships, ensures contractual obligations are met, monitors performance, and resolves issues in a timely manner
• Business Acumen: Understands the association’s mission, member needs, financial model, and strategic priorities to make informed decisions that enhance member value and support organizational sustainability.
• Communication: Exceptional interpersonal and written communications skills.
• Critical Thinking & Problem Solving: Effectively analyzes complex situations, identifies key issues, and develops practical, well-reasoned solutions.
• Customer Service: Demonstrates a professional, proactive, and solution-oriented approach in interactions with internal and external stakeholders. 
• Strategic Thinking: Demonstrates strong strategic thinking and aligns day-to-day actions with long-term objectives.
• Technical Database Management: Knowledge of email data management and CRM systems used by the ACVIM.
• Time Management: Ability to effectively prioritize, plan, and organize tasks to meet deadlines and achieve goals with efficiency and consistency.
• LMS Administration: Effectively manages LMS platforms, optimizes system capabilities, collaborates with vendors, and leverages data analytics to drive engagement and revenue.

 Core Competencies:

• Ability to consistently model ACVIM's core values by demonstrating the following:
  • Adaptability, continuous learning, and a growth mindset
  • Reliability, accountability, and consistent follow-through
  • Strong judgment, integrity, and the ability to build trust
  • Collaborative working style with strong relationship-building skills
  • Ability to empower others and work independently when needed
• Commitment to fostering a respectful, diverse, equitable, inclusive, and collaborative workplace while adhering to all ACVIM policies, ethical standards, and organizational values.

Other Job Details

Supervisory Responsibility

This position has no staff supervision responsibilities.

Position Type/Expected Hours of Work

• Full-time non-exempt position working 40 hours per week, Monday–Friday during general business hours with periodic schedule deviations to support business needs. Domestic (and potentially international) travel may be required (5-7 times per year), including one week, annually, for the ACVIM Forum.

Physical Demands

• Ability to sit or remain stationary at a computer workstation for extended periods of time.
• Frequent use of hands and fingers to operate a computer keyboard, mouse, and other standard office equipment.
• Occasional lifting and moving boxes or equipment weighing up to 30 pounds.

This job description is not intended to be an exhaustive list of all duties, responsibilities, or qualifications associated with the position. Duties and responsibilities may change at any time with or without notice.

Salary : $29 - $31