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Meetings Coordinator
Job Overview
Employment Type
Full-time
Compensation
Salary
Range $60,000.00 - $65,000.00
Work Schedule
Flexible
Benefits
Medical insurance
Dental Insurance
short-term disability
long-term disability
Life insurance
401k plan with matching
Paid Time Off
flexible schedule
hybrid work schedule
Employee assistance program
Flexible spending account
Job Description
The American Association of Oral and Maxillofacial Surgeons (AAOMS) is a prestigious professional organization established in 1918. It serves as the leading voice for oral and maxillofacial surgeons, supporting a membership of approximately 9,000 specialists across the United States. With a dedicated and close-knit team of 50 to 60 staff members, the association emphasizes a strong culture of collaboration, longevity, and excellence, reflected in an average staff tenure exceeding 11 years. AAOMS is committed to advancing the specialty through education, research, and advocacy efforts, making it a vital pillar for this specialized medical community. The organization offers an excellent working... Show More
Job Requirements
- Bachelor’s degree or equivalent experience
- Minimum of 3 years in meeting or event planning
- Ability to reliably commute to the Rosemont, Illinois office three days per week
- Proficient computer skills including Microsoft Office suite
- Strong organizational and communication abilities
- Ability to manage multiple concurrent projects
- Attention to detail
- Flexibility in work schedule
- Willingness to travel to key meetings
- Ability to work both independently and collaboratively
- Must provide reliable on-site logistical support as needed
Job Qualifications
- Bachelor’s degree or minimum of 3 years’ experience with meeting/event planning
- Project and time management skills
- Proficient in Microsoft Outlook, Word, Excel, Teams, Adobe PDF, Zoom
- Ability to learn Cadmium meeting planning system
- Proficient in internet navigation
- Ability to work independently and as part of a team
- Ability to work on multiple concurrent projects
- Exceptional attention to detail
- Strong interpersonal skills
- Excellent organization skills
- Flexible and customer service oriented
- Good communication skills, verbal and written
- Comfortable with contract negotiation
Job Duties
- Provide logistical and on-site support for the Annual Meeting, Dental Implant Conference, and other small meetings
- Coordinate and assign meeting space for the Allied Associations at Annual Meeting
- Process department invoices
- Work closely with the Meetings Manager and other Meetings staff for all meetings
- Support with planning of Annual Meeting, Dental Implant Conference and other special events including in-house receptions
- Provide switchboard back-up support
- Oversee all signage for meetings
- Oversee shipping for Annual Meeting and Dental Implant Conference
- Assist with special projects as assigned by the Meetings Manager and Associate Executive Director
- Support projects for small, offsite, and annual meetings such as menus, floral and other items as needed
- Review and process contracts for committee dinners
- Assume on-site logistical responsibilities for meeting room set-up
- Assist with contracts for logistical services for Advanced Education and Practice Management educational programs, OMS Foundation and other AAOMS departments
- Lead logistics for committee meetings and other headquarter meetings
- Plan and execute assigned in-house food and beverage for in-house/committee meetings with internal departments and vendors
- Serve as key housing liaison for all committee meetings and in-house meetings
- Process meeting invoices from vendors and assist in reconciling hotel master account for meetings
- Utilize Cadmium meeting management system for logistics, specs, and reports
- Act as Cadmium liaison for the Annual Meeting and Dental Implant Conference
- Travel to Annual Meeting and Dental Implant Conference for on-site meeting management
- Develop meeting function sheets, logistics and menus of designated meetings and special events
- Perform other related duties as assigned
- Travel to meeting site visits as needed
Job Criteria
Experience
Mid Level (3-7 years)
Job Location
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