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Details
Posted: 31-Jan-23
Location: Washington, D.C.
Type: Full Time (Remote & In Office)
Categories:
Meetings/Expositions/Events
Endocrinologists are at the core of solving the most pressing health problems of our time, from diabetes and obesity to infertility, bone health, and hormone-related cancers The Endocrine Society is the world’s oldest and largest organization of scientists devoted to hormone research and physicians who care for people with hormone-related conditions. Our inclusive community is made of scientists, physicians, educators, nurses, and students in 122 countries.
We are seeking a Manager, Meetings & Event Design to support logistical and experiential components of our signature programs. In this role, you will have the opportunity to tactically execute and manage the Society’s signature programs. Our ideal candidate is innovative, proficient in working cross-functionally to deliver top-flight signature events with precision, and keen to contributing to high-functioning behind-the-scenes operations.
What you’ll bring to the job:
- Bachelor's Degree with at least 5-7 years of experience in meetings management, including citywide conventions.
- Excellent interpersonal and consensus building skills required to work collaboratively and to lead a diverse group of stakeholders (staff, committee members, collaborators, etc.) through decision making.
- Highly skilled in fostering a team culture by showing concern for each team member, recognizing their contributions and thoroughly enjoys energizing and motivating others toward a goal.
- Proficiency in Microsoft Office, specifically in Outlook, Word, PowerPoint and advanced Excel.
- Superior oral/written communication and organizational skills with ability to handle multiple projects simultaneously and work independently to follow-up on assignments as necessary.
- Excellent customer service skills.
Our Values:
We believe in and empower our staff. We know that with our investment in their growth, they have an even greater potential to contribute to our organization. Our core values embody the character and culture of our staff – they guide our decision making, interactions and how we serve our members. As an organization, we are committed to: demonstrating responsible stewardship, treating one another with trust and mutual respect, supporting work life balance, sustaining an inclusive environment, and fostering an environment that encompasses communication, service, collaboration, results & innovation.
We believe in and empower our staff. We know that with our investment in their growth, they have an even greater potential to contribute to our organization. Our core values embody the character and culture of our staff – they guide our decision making, interactions and how we serve our members. As an organization, we are committed to: demonstrating responsible stewardship, treating one another with trust and mutual respect, supporting work life balance, sustaining an inclusive environment, and fostering an environment that encompasses communication, service, collaboration, results & innovation.
What you’ll own:
- Maintains locations of Satellite Programs and assigns meeting space for Ancillary Meetings at ENDO Annual Meeting.
- Oversee temporary staffing needs, including vendor sourcing, contracting and onsite schedules.
- Contract transportation vendor for annual event, manage transportation budget, and develop hotel shuttle schedule, coordinates transportation for guests, attendees, speakers, or other parties.
- Manage all internet needs and budget for signature events.
- Oversees all security needs for signature events, responsible for vendor RFP, selection and onsite management.
- Manage signage process for signature events, work with signage vendor on production and placement onsite.
- Responsible for all show management deco areas on show floor (Poster pod booths, Comms/Career, Product Theaters, Endo Booth, and Store. Poster Board area (order number of boards needed for posters) Registration counters, Press Room and other show management areas that would need deco. Work closely with exhibit sales team for all show floor needs.
- Manage exhibitor priority point system; update exhibitor priority points that are utilized for booth sales.
- Working with decorator and other key vendors, create online exhibitor service kit.
- Working in concert with sales team and decorator, create signage, banners, and digital signage as it relates to items and areas contained on the expo show floor.
- Provide exhibit management support throughout the year.
- Proper communication with society staff pre and post event for housing & registration needs.
- Coordinates show management materials and freight to/from Endocrine office and show site. Maintains master content list and manifests.
- Oversees Society’s travel program and serves as main point of contact for travel agency.
- Serve as the logistical point of contact and works in concert with other Society staff for meetings held at the Society office.
- Maintains current knowledge of event planning standards and trends by attending seminars, consulting with other professionals, and reading trade publications.
- Skilled in organization and management, teamwork, data and report building, proper communication techniques, knowledge of Microsoft Office 365 and different housing and registration database interfaces. Must also work well with others in a proficient and timely way to assist in teamwork and project planning.
- Positions may be reassigned, and responsibilities may be modified or changed at any time to fulfill organizational requirements.
What you’ll do well:
- Demonstrate ability to plan and organize the work of a group, department or project and to establish effective priorities. Effectively use time. Prioritize as needed and meet deadlines. Communicate challenges/barriers to supervisor. Collaborate and share progress with others to get the project completed. Demonstrate effective delivery of completed project.
- As a contributor, ensure the effective, efficient, and sustainable use of program/project resources and assets by identifying wasteful practices and opportunities for optimizing resource use.
- Look at situations from multiple perspectives. Do or create something new. Create solutions to problems using novel methods and processes. As a contributor, develop a new product, service, method, or approach. Work cooperatively with others to produce innovative solutions.
- Anticipate the implications and consequences of situations and take appropriate action to be prepared for possible contingencies. Notice trends and develop plans to prepare for opportunities or problems. Anticipate how individuals and groups will react to situations and information and plan accordingly.
- Ensure that one's own and other's work, information, and reports are complete and accurate. Carefully prepare for meetings and presentations. Follow up with others to ensure that agreements and commitments have been fulfilled. Develop and use systems to organize and keep track of information or progress. Set up and monitor procedures to ensure high quality of work.
What you’ll get out of it:
- Working with a staff that has passion for our mission, believes in one another and has fun.
- The chance to work in an environment that empowers staff to take informed risks and create new programs and services.
- A chance to make a contribution in a fun job with room to make it your own.
- A strong and competitive salary and benefits package that focuses on your well-being and financial health.
Proof of Vaccination & Work Location:
The Endocrine Society values the safety of our employees, our members, and our visitors. In support of these values, if you are selected for this job you must be fully vaccinated against COVID-19, except when vaccination is not medically advised or violates your sincerely held religious beliefs. If you are invited to join our team, you must submit proof that you are fully vaccinated against COVID-19 to an HR partner or you must request an exemption before your actual start date. New employees must either provide proof of vaccination or be granted a medical or religious exemption before working with the Endocrine Society.
This position is located in Washington, DC and walking distance to Metro and major bus lines. The Endocrine Society offers a flexible, hybrid work environment. Employees are expected to work from the office at least 2 days per week to foster our collaborative culture and support cross-functional interaction.
Endocrine Society offers a convenient downtown DC location within walking distance of Farragut North/Farragut West and Foggy Bottom Metro stations. Qualified candidates interested in a purposeful work environment, competitive salaries and excellent benefits, including a generous TIAA- CREF retirement plan with 10% employer contribution, submit resume and cover letter with salary requirements.
EOE/AA/M/F/Vet./Disab.
About Endocrine Society
Endocrine Society is the world's largest and most active professional organization of endocrinologists in the world. Founded in 1916, the Society is internationally known as the leading source of state-of-the-art research and clinical advancements in endocrinology and metabolism. We are dedicated to promoting excellence in research, education and clinical practice in the field of endocrinology. Society membership continues to grow with more than 18,000 members from over 100 countries. These professionals are dedicated to the research and treatment of the full range of endocrine disorders: diabetes, infertility, osteoporosis, thyroid disease, obesity/lipids, growth hormone, pituitary tumors, and adrenal insufficiency.
For employees, Endocrine Society offers a stimulating, collegial work environment of 86 staff where top performance is recognized and appreciated. We pride ourselves on our competitive pay practices and excellent benefits program, including a 10% annual employer contribution to a TIAA-CREF retirement plan, subsidized health, dental and vision insurance, fully paid life and disability income protection, professional development and tuition assistance programs, an on-si...te employee fitness room and generous leave benefits. We have a convenient Downtown D.C. location accessible by the Metro red line Farragut North and blue and orange line Farragut West stations.
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