American Society Of Hematology
The Meetings Coordinator works collaboratively with staff across all society departments to execute meeting logistics, including space allocations, catering, housing accommodations, travel, audiovisual needs, VIP support, and administrative processing for invoices and budget documentation. This position requires a high-performing and enthusiastic individual who can provide superior customer service and enjoys maintaining processes and procedures.. This position supports needs for all locations following established processes and procedures.
ESSENTIAL DUTIES AND RESPONSIBILITIES (Duties that occupy a major portion of time and importance in the job)
- Oversee the day-to-day utilization and assignments of conference center rooms and manage space using web-based meeting room scheduling systems, such as Resource Scheduler and Outlook
- Identify booking conflicts or potential booking conflicts, suggestions solutions, and if not immediately resolved, discuss such conflicts with the Manager, Meetings
- Collaborate with staff liaisons before, during, and after their events, maintaining a positive relationship and responding to inquiries and requests promptly
- Responsible for sending initial confirmations to staff liaison in connection with bookings and follow up at specified intervals prior to the event to confirm the status of the meeting, the accuracy of participant counts, the need for special equipment, etc.
- Responsible for creation of meeting using a web-based application such as Aventri for registration, hotel, and travel needs of attendees
- Responsible for notifying ASH's official travel agency of the approved travelers' list for all meetings entered in the Aventri registration system
- Responsible for ensuring travel booked through ASH's official travel agency matches the attendees expected arrival/departure date, follow-up with attendees if modifications are needed, flagging any variations immediately through established protocols for addressing
- Responsible for ensuring hotel needs are submitted to ASH's headquarters hotel within defined parameters and match the attendees' expected travel arrival/departure date, follow-up with attendees if modifications are needed, flagging any variations immediately to the staff liaison for addressing
- Responsible for the creation of room layout and seating charts using a web-based application such as Social Tables; some meetings may require approval through Senior Staff (such as the Executive Committee dinner)
- Responsible for coordinating catering requests, including ordering, overseeing the contractors who are responsible for set-up, clean-up, and monitoring meeting participants' needs during the meeting
- Responsible for coordinating off-site events, such as dinners, including reservations, ordering, overseeing set-up, pre-event on-site review of venue space, and processing invoices for meetings held in conjunction with conference center meetings
- Responsible for other requested services (e.g., security, after-hours/building/elevator access, HVAC) are provided seamlessly and assigned events to run smoothly and efficiently
- Responsible for providing staff liaisons timely and accurate reporting, following established processes and procedures, for entries in the web-based registration system
- Facilitate "pre-con" meetings involving all relevant parties when plans for complex or large-scale events are being planned or finalized
During a Meeting
- Ensure event details are up to the minute accurate in the web-based meeting room scheduling systems. Some more complex meetings may require creating comprehensive meeting resumes to document events and ensure all detailed information is shared with all relevant parties.
- Facilitate weekly planning meetings with relevant parties to review the upcoming events in the coming week, answer questions from staff members, and discuss relevant logistical matters. Some meetings may require daily meetings, depending on their complexity.
- Ensure meeting rooms are set up correctly, with the proper equipment and amenities, prior to the start of meetings
- Responsible for daily "call-around" for next-day events, getting final confirmation of the meeting's time, number of participants, audiovisual presentation materials, menus, room set-up, billing information, etc.
- Facilitate providing instruction to meeting host on use of equipment such as Zoom room, Creston, or audio-recording deck
- Greet the host upon their arrival to the meetings room and ascertain any new requests. Introduce the host to the contractor(s) who is (are) responsible for set-up, clean-up, and monitoring meeting participants' needs during the meeting
- Conduct "post-conference/debrief" feedback sessions with staff liaisons to obtain first-hand feedback on events.
- Conduct operational and financial closing procedures for meetings
- Provide administrative support to the Meetings, Manager in compiling information to complete the yearly budget guidance document
- Conduct monthly inspections of the conference center kitchen, privacy room, and business center to ensure pristine conditions and maintenance of the meeting space, including maintaining basic office supplies and catering supplies.
- Provide an outstanding level of customer service designed to exceed the goals and objectives of each client using the Conference Center
- Provide administrative support for general inquiry phone calls and emails into the Meetings mailbox
- Occasionally assist with off-site staffing of meetings
- Responsible for occasional attendance at or support of ASH-sponsored meetings and events outside of normal working hours
QUALIFICATIONS, KNOWLEDGE, AND SKILL REQUIRED:
- Bachelor's degree or equivalent experience and at least two years' experience independently planning and coordinating logistics for in-house meetings
- Demonstrated strengths in organizational skills and attention to detail
- Ability to interact and communicate effectively with staff, members/non-members, meeting attendees, and vendors
- Ability to efficiently manage time, meet schedules/deadlines and handle multiple assignments simultaneously
- Exceptional communication and interpersonal skills
- Computer proficiency and adept at learning new software. Familiarity with MS Office products and meeting room scheduling, room diagramming, and registration software.
- Ability to work under pressure, to keep confidentially, and always conduct oneself in a professional manner
- Flexibility with schedule and willingness to work overtime during the heavy conference season to meet deadlines
ASH has a hybrid work environment, with core in-office days for all ASH staff on Tuesdays, Wednesdays, and Thursdays, and telework on Mondays and Fridays for eligible positions. The Society’s headquarters is in Washington, DC, and is within walking distance of several Metro stations on the Blue/Orange/Silver and Red lines.
Hit apply and submit a required cover letter and resume. ASH Current Openings. Speak to how you would demonstrate alignment with the ASH Mission.
The American Society for Hematology (ASH) is an equal opportunity employer that is committed to diversity, equity, and inclusion in the workplace. We prohibit discrimination and harassment of any kind based on race, color, sex, religion, age, sexual orientation, gender identity or expression, national origin, disability, genetic information, pregnancy, veteran status, or any other protected characteristic as outlined by applicable federal, state, or local laws.
This policy applies to all employment practices within our organization, including hiring, recruiting, promotion, termination, layoff, leave of absence, compensation, benefits, and training. ASH makes hiring decisions based solely on qualifications, merit, and business needs at the time.