Meetings Associate at SOCIETY OF INTERVENTIONAL RADIOLOGY

Fairfax, Virginia, United States -

Full Time

Start Date

Immediate

Expiry Date

06 Jun, 26

Salary

65000.0

Posted On

08 Mar, 26

Experience

2 year(s) or above

Remote Job

Yes

Telecommute

Yes

Sponsor Visa

Skills

Verbal Communication, Written Communication, Organization, Time Management, Task Management, Project Management, Microsoft Office Suite, Relational Databases, Web Applications, Customer Service, Problem Solving, Judgment, Zoom Webinar, Vendor Management, Stakeholder Management

Industry

Non-profit Organizations

Description

Description About SIR The Society of Interventional Radiology (SIR) is a thriving professional medical society dedicated to optimizing patient care and improving lives through minimally invasive, image-guided treatments. Located in Fairfax, Virginia, SIR represents one of the most innovative, exciting, and competitive medical specialties today. SIR is a 501(c)(6) professional association that supports more than 8,100 interventional radiology physicians, trainees, medical students, scientists and clinical professionals. SIR is also comprised of SIR’s 501(c)(3) Foundation, which focuses on research and fundraising to advance the future of interventional radiology. Together SIR and SIR Foundation have nearly 50 staff, combined annual revenues of $12.6 million, and assets of nearly $17 million. Position Summary: The Meetings Associate will work under the supervision of the Manager, Program Logistics, and across the entire organization to support the execution of meetings and programs for the Society. The Meetings Associate will assist and lead the organizing, planning and preparation and the execution of all on-site conferences and events. This position will have the opportunity to develop relationships with vendors, sponsors and physicians along with internal stakeholders. Essential Functions and Responsibilities · Plans and implements all aspects of smaller conferences, meetings, and events (pre-planning, onsite execution, and post-event follow-up and evaluation) based on detailed project plans and timelines. · Manages shipping logistics, including packing, printing, unpacking, and inventory coordination for all conferences, meetings and events. · Utilizes project management dashboards to track tasks and provide regular status updates to the Manager of Logistics. · Coordinates travel, lodging, and expenses for participants traveling to meetings or other business travel based on travel policies and budget requirements. · Reviews all meeting invoices and bill events directly to individual cost centers based on budgets. · Executes all corporate space requests for meetings by working cross-departmentally and externally with the corporate partners. · Serves as primary liaison to external groups that meet in conjunction with SIR meetings. Secondary Functions and Responsibilities · Solicits and tracks faculty and leadership expense reports. · Assist with maintaining the meetings and education section of the SIR Annual Scientific Meeting website. · Serves on cross-departmental teams as needed to coordinate any further meetings and events. · Conduct research and organize meetings, as well as request proposals from external vendors. · Supports online live webinars – creating and monitoring registrations, implementation of live webinar events, including speaker management, attendee communications, and webinar logistics. · Other duties as assigned. Requirements Knowledge, Skills and Abilities · Excellent verbal and written communication skills. · Must be extremely organized with excellent time-management skills and the ability to manage multiple tasks and projects simultaneously, track details, and ensure timely and accurate results. · Capacity to identify, implement, monitor and execute work plans to all assigned activities: goals and objectives. · Proficient in Microsoft Office Suite, relational databases and web applications. Experience in social tables and smart sheets desired. · Excellent customer service, problem solving, and judgement skills. · Experience using Content, Learning, or Association Software desired. · Experience using Zoom webinar · Cadmium knowledge desired. Education: · Bachelor’s degree or, in lieu of a degree, a minimum of four (4) years of successful demonstrated work experience and/or education program implementation preferred, prior experience in a member-based organization desired. Experience: · 3+ years of experience in association/membership meeting management including experience working with different stakeholders. · Experience in project management. Experience with using Trello or similar project/task management software desired. Location Requirements: The candidate must be local to the D.C. Metro area (within 25 miles of the SIR office) and must work in the office in Fairfax, VA as needed. Working Conditions/Physical Requirements: Small, fast paced open office environment with moderate noise levels. Use of phones and computers for extended periods of time. Utilize office equipment and communication technologies for conference calls and teleconference meetings/webinars. Requires general mobility to move through the facility. Ability to lift up to 25 pounds. Frequent interaction with internal staff and physician members/board via phone, in person, email and other mediums. Normal sitting and standing activities for an office environment. Travel to at least seven meetings annually, including for Annual Meeting (duration of 9 days). This position description should not be construed to imply that the requirements are the sole standards for the position. Incumbents are expected to perform all other duties as required. Please sign below to acknowledge receipt of position description and responsibility for reviewing this document. This position description should not be construed to imply that the requirements are the sole standards for the position. Incumbents are expected to perform all other duties as required. Please sign below to acknowledge receipt of position description and responsibility for reviewing this document. SIR is an equal opportunity employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, or veteran status. PM21

Responsibilities

The Meetings Associate supports the execution of meetings and programs by planning, preparing, and executing all on-site conferences and events, including managing logistics like shipping and travel coordination. This role involves developing relationships with vendors, sponsors, and physicians while tracking tasks via project management dashboards.