Meetings Support Specialist
Position Title: Meetings Support Specialist
Societies: All Associations Served by Scientific Societies
Department: Meetings
Primary Objective of the Position:
The Scientific Societies is a group of seven scientific and technical professional associations supported by a staff team at a central Headquarters Office. We are currently seeking a Support Specialist to join our Meetings Team to support the American Phytopathological Society, the International Society for Molecular Plant-Microbe Interactions, Cereals & Grains Association, Master Brewers Association of the Americas, and the American Society of Brewing Chemists. The Specialist will play an essential role in supporting annual meeting programs and various virtual meetings. This person will maintain the system used to track presentations and provide the highest level of customer support to presenters and attendees. The Specialist will also assist in supporting the team’s logistical services.
This position is an excellent opportunity to become familiar with the details of meeting and conference planning, while having the opportunity to interact directly with delegates from across the globe. The ideal candidate will be tech-savvy and enjoy maintaining data in software programs.
Essential Duties and Responsibilities:
- Main point of contact for abstract submission
- Interact via email and phone with presenters and authors
- Coordinate mass communications to presenters and authors
- Update and maintain Confex abstract system for events
- Assist with managing Zoom setups for virtual meetings and events
- Coordinate travel award component of abstract system with Foundation contacts
- Track and secure Speaker Copyright agreements
- Run reports as requested
- Provide the highest level of customer support to our global membership via clear and timely communication
- Assist with updating meeting details in Confex system
- Input data into the system, and run reports as requested
- Track and coordinate speaker reimbursement efforts for annual meeting
- Point of contact for organizers and presenters
- Maintain status updates in tracking sheet
- Review reimbursement paperwork and coordinate with Accounting Department to ensure funds are disbursed
- Run reports for analysis and trending on speaker demographics
- Test systems essential for the annual meetings and virtual meetings
- Abstract submission testing for annual meetings and virtual meetings: end-user testing, reporting issues to system admin, and following up on fixes
- Mobile App testing for annual meetings: end-user testing of interface and to ensure data is transferring from abstract system, reporting issues to system admin and following up on fixes
- Assist with the implementation of new technologies to enhance poster offerings at annual meeting, focusing on user experience and feasibility
- Utilize member database (iMIS), update records, monitor data interface with Confex, run reports/query list pulls
Qualitfication Requirements:
The successful candidate will have excellent marketing writing skills, be innovative, have a solid understanding of integrated marketing campaigns (digital, social media and print).
- Associate degree, or High School diploma with 2-3 years of related job experience
- Comfortable with technology and learning new systems
- Excellent written/verbal customer service
- Problem solving skills and strong attention to detail
- Knowledge of The Conference Exchange (Confex) abstract management software and iMIS database a plus
- Ability to coordinate and administer multiple processes; multi-task and work independently and efficiently under deadline; maintain quality focus, and work accurately to ensure efficiency and customer satisfaction
- Ability to work as part of a team and to work independently, a self-initiator, versatile and assumes risk with responsibility
- Work from home is acceptable however must be able to come into the office on an as needed basis
- Fully vaccinated by start date
Interested candidates should submit a resume and cover letter documenting qualifications
Scientific Societies is an EEO/AA employer. All qualified applicants will receive consideration for employment without regard to race, color, sex, or national origin.
Apply Today