American Board of Medical Specialties (ABMS) serves the public and the medical profession by improving the quality of health care through setting professional and educational standards for medical specialty practice and certification in partnership with its certifying Member Boards. These elevate the standards for patient care and care improvements. As Meetings and Events Specialist, provides meeting management and support for Meetings and Events department which supports over 70 meetings/committees days per year for non-profit healthcare association. Reporting to the Director, Meetings and Events, this role will involve managing and planning meetings, onsite execution, customer service, and preparing communication items for meetings.
Coordinate aspects of ABMS committee meetings, Member Board meetings, workshops and other ad hoc meetings annually; including securing appropriate meeting space, overnight room reservations, audio visual equipment and banquet orders; serve as onsite coordinator during the events, and/or manage support staff onsite, coordinate activities with the conference registrar and handle budgeting and billing for accuracy.
Prepare the production and distribution of various materials for 70+ meetings, including name badges and tent cards, welcome packets and other hand-outs for meeting participants.
Maintain electronic management of invitations, guest management database and post-event follow-up via means of online system (Cvent).
Assemble and update various meeting specific documents including timelines, meeting logistics communications and feedback surveys.
Participate in site visits for upcoming ABMS meetings, as needed.
Work with Director, Meetings and Events to cultivate strong working relationships and develop two-way information sharing opportunities and partnerships with Member Boards and other associate members as appropriate.
Update meeting information on the Member Portal, including the Meetings Calendar and the Library and Resources section.
Help in consolidating membership database. Ongoing maintenance of lists and contacts.
Work with other members of department on ensuring effective meetings and communications at meetings.
Ensure that meetings are conducted within budget and that invoices are coded to designated program area. This includes obtaining, reconciling and submitting expense reports from committee volunteers of ABMS.
Assist Director, Meetings and Events with facilitating outside vendors to coordinate various activities and negotiate for best prices according to meeting specifications.
Adhere to company communications style guidelines.
Travel (approximately 10-15%), weekend and early and/or evening hours are required as needed to support meetings.
Skills and Attributes:
Attention to detail, excellent communication and organizational skills. Ability to work on multiple projects independently and work in a vibrant collaborative environment to meet objectives of ABMS.
Leadership skills to manage staff liaisons and volunteers from physician community.
Solid writing, editing and proofreading skills.
Working knowledge of the Cvent Registration System software (or similar online registration software), standard business document formats and the hotel industry is preferred.
Must be able to provide outstanding service to our customers, which includes senior leadership, board of directors and staff and chairpersons of ABMS’ committees.
Education, Training and Experience:
2-4 years planning meetings and/or working in a communications environment, meetings, PR or non-profit association and/or equivalent experience in a professional environment.
Bachelor’s Degree in event planning, hospitality, association management, communications, marketing or public relations.
Success in coordinating small- to medium-scale meetings.
Experience with Meetings Software (such as Cvent) preferred.
Experience with graphic software (Adobe) a plus.
Excellent skills in MS Office computer programs required.
Demonstrated ability to coordinate outside vendors.
Customer relations experience essential.
All qualified applicants will receive consideration for employment without regard to race, age, color, religion, sex, gender identity, and sexual orientation, national origin, protected veteran status, disability status or genetic information.
About American Board of Medical Specialties
The American Board of Medical Specialties (ABMS) works in collaboration with 24 specialty Member Boards to maintain the standards for physician certification. Our focus is on improving the quality of health care to patients, families, and communities by supporting the continuous professional development of physician specialists. We achieve our mission as an organization by helping physicians achieve their potential as providers of quality health care.