Primary Responsibilities

• Provides general administrative support for virtual and in-person educational activities including agenda and objective development, scheduling meetings for speakers and participants, preparation of meeting materials, and transcription of meeting notes.
• In-Person Event Logistics: arranges conference rooms, catering, supplies, shipping, group activities, RSVP lists, hotel rooming lists, restaurant research and reservations, meeting room setup including A/V, Food & Beverage, etc.
• Online Event Logistics: creates webinar links, responds to registrant tech inquiries, provides production support for speakers and hosts, reports on attendance, edits and uploads videos for on-demand viewing, etc.
• Staffs all in-person and online events, which may include evenings and weekends. 
• Meeting Planning: agenda and meeting objective development, drafts and sends all convening logistics information to participants; prepares and formats meeting materials; manages speaker contracting; formats all convening handouts; and creates the convening debrief survey.
• Helps manage Continuing Education and serves as primary liaison for various accrediting providers, ensuring that all ACMT activities meet reporting requirements and activities are in compliance. 
• Assists with departmental reporting requirements, including setting up online reporting forms, compiling outcome and data reports, and ensuring that metric information is kept up to date.
• Tracks, prepares, updates, and verifies committee lists, meeting schedules, miscellaneous forms, and charts.
• Team player, willing to assist other departments with administrative tasks as needed.

Additional Consideration Given To Candidates With Experience In:

• Assisting and advising content creation for educational marketing efforts such as newsletters, email campaigns, and online promotions tailored to professional audiences.
• Helping to grow event and brand awareness for education through targeted messaging and thoughtful audience segmentation.
• Collaborating cross-functionally on outreach strategies to engage physicians, public health professionals, and advocacy groups.

Required Qualifications

• At least two years’ experience in project coordination or event logistics
• Experience managing high-volume calendars and strategic scheduling across multiple time zones
• Proficiency in Microsoft Office (Word, Excel, PowerPoint)
• Self-motivated and proactive; someone who takes full ownership of their work and is flexible to prioritize or reprioritize, as needed
• Excellent verbal and written communication skills, including ability to communicate with various audiences
• Possesses superior organizational skills and meticulous attention to detail
• Strong problem solving skills and analytical skills
• Persistent, resourceful problem-solving with excitement to take on challenges
• Must be results-oriented, dependable, adhere to established time commitments and demonstrate strong customer service attributes
• Project management skills, a plus

Preferred Qualifications

1. Experience working for Healthcare membership societies and targeting healthcare professionals, a plus.
2. Knowledge of virtual event platforms (Zoom Meetings & Zoom Webinar)
3. Knowledge of Association Management Systems (GlueUp or Growthzone) and Learning Management Systems (Elevate).
4. Knowledge of website Content Management Systems (Wordpress); some knowledge of HTML is also preferable.
5. Knowledge of Remote Office Collaboration Tools (Google Drive, Drop Box, Smartsheet).
6. Experience with marketing tools or campaign platforms such as Hootsuite, Google Analytics, or social media management dashboards is a plus.
7. Bachelors or Masters degree.