Meetings Coordinator

The Meetings Coordinator is a key member of the ISTH Meetings team and provides logistical support for all ISTH meetings and events. This position functions as a key logistic and vendor relations coordinator working with the Director of Meetings and Meeting Manager supporting the internal ISTH team and volunteer leadership to produce meetings that deliver the mission and vision of the society.  In addition to direct event logistics, the Meetings Coordinator is responsible for several departmental administrative management duties that support the Meetings and wider ISTH team.

Key Responsibilities:
• Assist in planning and execution of ISTH meetings
• Provide support to Meeting President’s/Local Organizing Committees (LOC) in all meeting matters
• Work with assigned PCO/DMC to ensure effective/efficient communications and work flow related to meeting activities
• Coordinate committee teleconferences and meetings (timing, system, invitations); attending some teleconferences and meetings and provide necessary support
• Distribute meeting RFPs to CVB/congress centers and hotel partners and compile results
• Create or update meeting logistics documents under the supervision and guidance of the Director of Meetings or Meeting Manager (i.e. timelines, room pick-up reports, registration reports, VIP lists, contracts, vendor information)
• Update and maintain the Society’s meetings vendor database
• Support the coordination of and communications to a variety of vendors such as venues, hotels, audio visual, F&B, and decorators
• Coordinate the logistical management and services for the meetings and congresses such as affiliated events, banquet event orders and signage under the direction of the Director of Meetings or Meetings Manager
• Draft resume/set up guide for meetings
• Coordinate ordering awards
• Have overall knowledge of CME/Pharma guidelines and coordinate the documentation and assist in the preparation of Accreditation applications Prepare meeting related reports
• Coordinate internal office events or other meetings as necessary (ie. travel, hotel and and logistics of ISTH Council and other program or project meetings.
• Coordinate meeting team meetings, take and distribute notes
• Answer department telephones, route calls and handle requests for general information
• Manage meeting supplies inventory; placing orders for or purchasing meeting supplies as needed as well as preparing meeting supplies for shipping onsite
• Coordinate administrative support to Director of Meetings and Meetings Manager as assigned
• Undertake special projects as assigned and performs other duties as required
• Participate positively in internal support functions within ISTH

Skills, Abilities and Knowledge Required:
• Problem solving and organizational and time management skill, analytical thinking, attention to detail, and ability to work on tasks independently as well as collaboratively in a team environment
• Ability to operate with minimal direction or oversight; independently prioritize, organize and manage tasks and projects
• Ability to set and keep to deadlines, organize competing priorities, follow through on tasks, and handle different stages of multiple meetings simultaneously
• Possess problem-solving skills and proven resourcefulness; capable of providing a high degree of customer service
• Comfortable and proficient in communicating with high-level professionals including volunteer leadership, members, industry professionals and vendors
• Excellent written and verbal communication skills
• Advanced knowledge of Microsoft Office with strong Excel skills required; experience working with databases, project management software and association management systems (AMS) preferred
• Knowledge of abstract submission processes is a plus
• Ability to calculate figures and amounts such as discounts, interest, commissions, proportions, percentages and currency conversions
• Knowledge of meeting industry terminology and knowledge of meeting planning processes
• Ability to work in a fast paced, team-oriented environment and under sometimes tight deadlines
• Professional-level meetings commitment, including ocassionally working on evenings and weekends consonant with timing of meetings and related preparation and execution; Demonstrate ability to learn and adapt to changing procedures, methods or processes
• Strong and proven multicultural sensitivity
• Bi- or multi-linguality is a significant plus
• Willingness and ability to occasionally travel domestically and internationally, as needed

Minimum Requirements:
• Associate’s degree; Bachelor’s degree prefered
• At least 1-2 years of professional meeting planning experienceExperience working with a PCO/DMC or AMC a plus
• Experience working in an international and/or scientific/medical environment is a significant plus
• Certified Meeting Professional (CMP) designation is a plus

Position Type:
Full-time non-exempt position (40 hours/week)

Organization Name: 
International Society On Thrombosis And Haemostasis, Inc.
Career Level: 
Job Type: 
Full Time
Triangle Area NC
Organization Type: 
How to Apply: 
TO APPLY: Please send your resume and cover letter, with salary requirements, in attachment form to with the subject line, “ISTH Meetings Coordinator.” Only competitive candidates will be contacted and invited to participate in the selection process. No phone calls please. Applications are accepted until the position is filled. ISTH Foundation is an Equal Opportunity Employer.