Plans and executes meetings from concept to completion including request for proposals, contract review, site visits, registration administration, volunteer/faculty communication & coordination, social events, invoice/expense processing. Coordinates membership services and provides administrative support. This position will be approximately 50% meeting planning, 50% administrative support.
Essential Duties and Responsibilities
Theessential duties and responsibilities of this position include, but are not limited to the following:
Meeting Coordination
Planning meetings and courses both live and online, including sourcing, budgeting, contract negotiation, menu selection, audio visual planning, and post-event reconciliation.
Conducts vendor research, request for proposal process, cost comparison and contracting for restaurants/catering, hotels, transportation, institution host facilities, and additional vendors, as necessary.
Assists with meeting specifications, AV requirements and other third-party supplier needs (transportation, off-site social event venues, etc.).
Provides support with content/faculty, CME process and awards for Annual Meetings.
Plans and executes webinars.
Responsible for day-to-day registration operations and registration tracking for live courses and online meetings as assigned.
Coordinates production of preliminary programs and final program books as assigned.
Collect presentations and disclosures and works with CME Program Compliance Manager as directed.
Pre-meeting printing (including name badges where needed), shipping and binder composition for general on-site needs.
Supports future annual meeting and course site selection process.
On-site meeting coordination.
Administration
Prepares and distributes correspondence, reports, letters, memoranda, e-mails, and other written material.
Coordinates doodle polls, web/conference calls.
General maintenance and technical support of website.
Receives, processes, and responds to incoming member calls and e-mail. correspondence during regular business hours.
Committees, including new member nomination process
Updating of online member directory
Maintain mass electronic and/or physical mailing lists as necessary.
Works with Membership, Committees, and ACGME residency programs.
Works with finance team to process expense payments and collect revenue.
An individual in this position must be able to successfully perform the essential duties and responsibilities listed above. Reasonable accommodations may be made to enable individual with disabilities to perform the essential functions of this position.
Education, Knowledge, Skills and Abilities
Minimum of two years related meeting planning experience, preferably in a medical/physician association or setting.
Bachelor’s degree preferred.
Strong computer skills required, including expertise with Microsoft office suite: Outlook, Word, and Excel.
Proficient in use of internet.
Experience with database management is required.
Ability to effectively interact and collaborate with volunteer leaders.
Ability to manage multiple projects and meet deadlines.
Work with minimal supervision and exercise independent judgment and tact.
Excellent writing, grammatical, and proofreading skills required.
Strong interpersonal and oral communication skills required.
Work Environment and Physical Demands
While performing the duties of this job, the employee regularly works in an office environment with light noise. Work may be frequently interrupted. The employee will spend much of the workday sitting, computing, and talking/hearing. May require lifting (boxes) in the 10-25 lb. range requiring the ability to bend at the waist and knee.
Schedule and Travel Requirements
May require more than 37.5 hours per week to perform the essential duties of the position. Ability to travel to meetings for onsite meeting management at national, regional, or local venues and fulfill evening or weekend obligations. 20-25% air travel required.
Only candidates local to the Schaumburg, IL HQ office will be considered.
The Congress of Neurological Surgeons is the leader in education and innovation, dedicated to advancing neurosurgery. The CNS provides members with the educational and career development opportunities they need to become leaders and innovators in the field.
Our volunteers and staff serve more than 11,200 members around the world. Working with us gives you firsthand opportunities to support our mission!
With an operating budget of 15M and a dedicated team of 34 employees, the CNS offers a collaborative environment, generous holiday/time off policy, comprehensive benefits (health, vision, dental, short-term disability, long-term disability and life), employee assistance program, and 401(k). In addition, the CNS offers an employee referral bonus, casual dress code, flextime, summer hours, and telecommuting options.