The Exhibition and Sponsorship Coordinator provides logistical and sales support for all ISTH Meetings and Events. This position functions as a key logistic and vendor relations coordinator working with the Director of Meetings and Meeting Department Managers supporting the ISTH Industry Partners to produce meetings that deliver the mission and vision of the society.  In addition to direct event logistics and sales, the Exhibition and Sponsorship Coordinator is responsible for several departmental administrative management duties that support the Meetings team.

Key Responsibilities:

• Assist in planning and execution of ISTH meetings
• Work with all related meeting vendors to ensure effective/efficient communications and workflow related to meeting activities
• Coordinate Exhibition and Sponsor related teleconferences (timing, system, invitations); attending some teleconferences and provide support ensuring all minutes are documented
• Assist with Meeting RFPs to General Services Contractor and other Exhibition and Sponsor partners and compile results in conjunction with Exhibition and Sponsorship Manager
• Create or update exhibition and sponsorship documents under the supervision and guidance of Meeting Managers and Director of Meetings (i.e. timelines, sales reports, fulfillment reports, etc.)
• Update and maintain the exhibition and sponsorship related databases
• Support the functions and communications to a variety of vendors such as Venues, Hotels, Audio Visual, F&B, and Decorators
• Assist with creation of sales manual and technical manuals Meetings and Congresses
• Assist with the review billing, reconciliation of financials and update budgets/financials for responsible meetings.
• Understand basic requirements of CME and PHARMA guidelines
• Coordinate exhibition and sponsor related team meetings, take, and distribute notes
• Answer department telephones and emails, route and handle requests for general information
• Assist with coordinating the ISTH shipment to the Congresses
• Provide administrative support to Director of Meetings and Meetings Managers as assigned
• Assist with special projects as assigned

Skills, Abilities and Knowledge Required:

• Problem solving and organizational skills, analytical thinking, attention to detail, and ability to work on tasks independently as well as collaboratively in a team environment
• Ability to organize competing priorities, follow through on tasks, and handle different stages of multiple meetings simultaneously
• Comfortable and proficient in communicating with high-level professionals including volunteer leadership, members, industry professionals and vendors
• Excellent written and verbal communication skills
• Advanced knowledge of Microsoft Office with strong Excel skills required; experience working with databases, project management software, exhibition and sponsorship software and association management systems (AMS) preferred
• Knowledge of exhibition and sponsorship related processes is a plus
• Ability to operate with minimal direction or oversight; independently prioritize, organize, and manage tasks and projects
• Ability to calculate figures and amounts such as discounts, interest, commissions, proportions, percentages, and currency conversions
• Knowledge of meeting industry terminology and knowledge of meeting planning processes
• Demonstrate ability to learn and adapt to changing procedures, methods, or processes
• Strong and proven multicultural sensitivity
• Bi- or multi-lingual is a significant plus

Minimum Requirements:

• Associate’s degree; Bachelor’s degree prefered
• Minimum of 2 years of professional exhibition and sponsorship experience; preferably with an international scientific society/organization
• Professional-level meetings commitment, including some evenings and weekends consistent with timing of meetings and related preparation and execution; ability to travel internationally (although minimal)

Physical Demands/Work Environment

The physical demands and work environment characteristics described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Physical demands

• This position is primarily sedentary, but may require the ability to lift and carry up to 30 lbs. of materials
• Weekend and after-hour work may be required as dictated by the event schedule
• Travel may be required up to 10-15% of work schedule

Location

Remote:  40-hour work week with core hours from 9:30am-4:30pm Eastern Time. Candidate selected for this role will also need to be accessible on occasion for weekend and after-hours work given the international event requirements and global attendees, sponsors, vendors, and others.  Employees must have a reliable high-speed internet connection to ensure they can conduct their work with maximum reliability. Employees in the Raleigh-Durham area will have access to the office, if desired.

BENEFITS

• Comprehensive health plan through Blue Cross Blue Shield of NC with a fully funded HRA up to $3,000 for individual coverage and $6,000 for dependent coverage
• Dental and vision coverage through Principal
• Employer paid Life and Disability insurance
• Voluntary Life Insurance
• Flexible Spending Account
• 43 days of annual paid time off in first year including holidays, vacation, and sick leave
• 20 days of paid family leave for new parents
• 403(b) retirement plans with employer contributions up to 10%
• Technology stipend
• Employee Assistance Program (EAP)
• Travel Assistance
• Remote work environment

About International Society on Thrombosis and Haemostasis

The International Society on Thrombosis and Haemostasis (ISTH) is a global medical-scientific not-for-profit membership organization advancing the understanding, prevention, diagnosis and treatment of conditions related to thrombosis and hemostasis. The Society is dedicated to transformative scientific discoveries and clinical practices, the development of young professionals and the education of physicians, scientists and allied health professionals wherever they may live. At the ISTH, we initiate and promote education and outreach initiatives, research activities, scientific meetings, peer-reviewed publications, expert committees and the development of standards allowing a common language and approach to basic and clinical science all over the world. The ISTH also organizes the World Thrombosis Day (WTD) (worldthrombosisday.org) campaign, a movement that focuses attention on the often overlooked and misunderstood condition of thrombosis. Our Society currently serves over 7,000 members in over 100 countries and is based in Carrboro, North Carolina, near the University of North Carolina-Chapel Hill campus. ISTH’s global annual congresses bring together an average of 8,000 physicia...ns and scientists, as well as on average 80 exhibitors and sponsors from around the world, making it the largest and scientifically foremost meeting in the field of thrombosis and hemostasis. At the ISTH, we continuously work to embed equity in our internal practices and are committed to increasing the diversity of our staff across all levels of the organization. We intentionally work to create the right conditions to enable our employees to feel that they can be their authentic selves and fully participate in the life of the enterprise.

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