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Job Overview
Employment Type
Full-time
Work Schedule
Standard Hours
Benefits
competitive salary
Excellent Benefits Package
Retirement Plan
Paid Time Off
Health Insurance
Dental Insurance
Vision Insurance
Job Description
The American College of Emergency Physicians (ACEP) is a renowned professional organization dedicated to advancing emergency care and supporting emergency physicians across the United States. With a rich history and commitment to excellence, ACEP provides education, advocacy, and innovative solutions to improve patient care and professional development within the emergency medicine community. ACEP is recognized for organizing large-scale educational and scientific meetings that offer valuable opportunities for learning, networking, and professional growth for medical professionals in emergency care and related fields. These gatherings are crucial in maintaining high standards of knowledge and practice in this fast-paced and critical medical specialty.Show More
Job Requirements
- High school diploma or equivalent
- Three years of meetings/event experience including exhibits, project management, meeting deadlines, balancing priorities, and vendor management
- Proficiency in MS Office with emphasis on Excel
- Ability to travel occasionally
- Ability to lift up to 50 pounds
Job Qualifications
- High school diploma or equivalent
- Three years of meetings/event experience including exhibits, project management, meeting deadlines, balancing priorities, and vendor management
- Proficiency in MS Office with emphasis on Excel
- Strong proofreading, editing, and written/oral communication skills
- Ability to travel occasionally
- Ability to lift up to 50 pounds
- Ability to function independently and with minimal supervision
- Experience working with medical meetings
- Excellent customer service skills
- Attention to detail
- Demonstrated organizational skills and ability to manage multiple priorities
Job Duties
- Assist in planning non-Scientific Assembly meetings including creating function and sign orders, assigning meeting space, managing audio-visual and food and beverage requirements, adherence to deadlines specified by venues/vendors, review and approve banquet event orders and sign order proofs, track registration and housing pick-up weekly, create menus and set guarantees, maintain expense tracking compared to budget, create sign management system for onsite placement, and collaborate with venues/vendors and staff
- Implement onsite logistics of assigned meetings including tracking hotel pick-up, room checks, sign and audio-visual equipment placement, onsite registration when Event Registration Manager is absent, and processing post-event invoices
- Coordinate with Exhibit Sales, Business Development, and other staff regarding sponsorship activities and other concurrent events by soliciting, negotiating, contracting, supervising, and evaluating vendors/service contractors
- Manage pre-event logistics of local meetings including system creation for meeting requests, sourcing hotel contracts, tracking registration and housing pick-up, researching off-site venues, creating function and sign orders, adhering to deadlines, approving banquet orders, maintaining expense tracking, and liaising with vendors
- Coordinate procurement of lab equipment for Scientific Assembly by researching, evaluating vendors, facilitating acquisition, logistics, delivery, setup, pickup, and return of equipment
- Cross-train as a backup registration coordinator for assigned meetings
- Assist in planning and onsite implementation of Scientific Assembly as assigned
- Maintain electronic meeting files including function orders, inventory, sign orders, contracts, and tracking records
- Create, edit, and proof promotional copy ensuring ACCME compliance and communicate revisions to relevant staff
- Maintain knowledge of ACCME policies and coordinate ACCME documentation with Educational Meetings Subcommittee and staff
- Prepare professional correspondence to faculty and planners, provide courteous and timely customer service, and coordinate travel details with ACEP's travel agency
- Follow department protocols including filing methods
- Develop and manage budgets for assigned items and monitor monthly statements
- Perform other duties as assigned by supervisor
Job Criteria
Experience
Mid Level (3-7 years)
Job Location
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