Primary purpose: Coordinates the logistical functions necessary to plan SCCM’s educational and business meetings

Responsibilities:

I. Coordinates meeting logistics

A. Assists the meetings manager in gathering necessary information from staff and volunteers to achieve successful meetings.
B. Manages housing materials for staff, vendors, and VIPs attending the annual Congress, in-house meetings, VIP meetings, and other educational programs; compiles housing reports and maintains historical files.
C. Works with the meetings manager to develop the request-for-proposal (RFP) process for the selection of meeting vendors, including audiovisual, ground transportation, tours, security, and other vendors to ensure that meetings run smoothly and cost-effectively.
D. Works with the industry relations manager to coordinate all vendor order forms for inclusion in the exhibitor service manual for the annual Congress.
E. Works with the meetings manager to develop meeting resumes for educational programs to ensure that all parties are informed of the many details required for successful meetings.
F. Works with the meetings manager on planning social events.
G. Assists marketing and publications departments with the development of meeting promotional materials, including collection of information from hotels, convention center, etc.
H. Works with the meetings manager to review hotel, convention center, and vendor invoices after Congress to ensure proper charges and coding for each function.
I. Manages the processing of vendor invoices after educational programs to ensure proper charges and coding for each function.
J. Manages logistics of in-house committee meetings and off-site conferences.
K. Works with the meetings manager on logistics of selected SCCM educational meetings.
L. Maintains contact with travel agency, including arranging staff and committee travel.
M. Works with the meetings manager on the preparation of Congress and other educational program budgets.
N. Coordinates the shipping of staff materials to Congress.
O. Provides on-site staff support at meetings as required.

II. Coordinates site selection and related issues for meetings

A. Works with staff and volunteers to determine optimal meeting dates, locations, and logistic needs.
B. Develops meeting RFPs, researches and conducts visits to potential meeting sites as appropriate, and recommends meeting sites to the meetings manager.
C. Assists the meetings manager with the negotiation of hotel and meeting contracts.

III. Other Responsibilities

A. Maintains general meeting information on the SCCM website.
B. Performs other functions as required to carry out SCCM’s mission and goals.

Requirements

• Associate degree or equivalent combination of education and experience 
• Professional demeanor and demonstration of personal integrity 
• Patience, outgoing personality, and willingness to learn 
• Excellent verbal and written communication skills 
• Exceptional interpersonal and problem-solving skills 
• Basic skills in using Microsoft Outlook and Powerpoint preferred 
• Excellent organizational and time management skills 

SCCM has a generous remote work policy. Employees may continue to work virtually, but they may be asked to come into the office on occasion at the discretion of the department director. Candidates must reside in or plan to move to the Chicagoland area.