Job description
Meetings Manager
CLIENT ASSOCIATION: Cervical Spine Research Society, CSRS
www.csrs.org
POSITION REPORTS TO: Executive Director
EXEMPT/NON-EXEMPT EMPLOYEE STATUS: Exempt
The Cervical Spine Research Society (CSRS) is a client managed by Executive Director, Inc. (EDI). EDI is an association management company that specializes is managing medical professional societies. EDI currently manages 35 different national and international medical groups, employing approximately 250 employees in Milwaukee, WI.
CSRS is an EDI client and has a staff of four full-time employees that work specifically on CSRS communications, education, research, membership, meetings and governance. CSRS members are orthopedic spine surgeons and neurosurgeons that are world leaders in cervical spine surgery. Staff plan and implement an in-person annual meeting each year that draws approximately 500 spine surgeons from around the world to share scientific data and connect with their colleagues. Future annual meetings are booked in Las Vegas (2023), and Washington DC (2024).
GENERAL SUMMARY: This position works closely with the Executive Director to ensure successful planning for the implementation of the CSRS Annual Meeting, Instructional Course and two hands-on courses each year. The meetings manager is responsible for the following responsibilities.
POSITION RESPONSIBILITIES (Minimum of 37.5 hours/week):
POSITION REPORTS TO: Executive Director
EXEMPT/NON-EXEMPT EMPLOYEE STATUS: Exempt
The Cervical Spine Research Society (CSRS) is a client managed by Executive Director, Inc. (EDI). EDI is an association management company that specializes is managing medical professional societies. EDI currently manages 35 different national and international medical groups, employing approximately 250 employees in Milwaukee, WI.
CSRS is an EDI client and has a staff of four full-time employees that work specifically on CSRS communications, education, research, membership, meetings and governance. CSRS members are orthopedic spine surgeons and neurosurgeons that are world leaders in cervical spine surgery. Staff plan and implement an in-person annual meeting each year that draws approximately 500 spine surgeons from around the world to share scientific data and connect with their colleagues. Future annual meetings are booked in Las Vegas (2023), and Washington DC (2024).
GENERAL SUMMARY: This position works closely with the Executive Director to ensure successful planning for the implementation of the CSRS Annual Meeting, Instructional Course and two hands-on courses each year. The meetings manager is responsible for the following responsibilities.
POSITION RESPONSIBILITIES (Minimum of 37.5 hours/week):
- Management and oversight of the CSRS Annual Meeting, Instructional Course and Hands-on Surgical Techniques Courses. This includes, but is not limited to the following:
- Manage meeting timelines & meeting budgets
- Contract with hotels and other meeting venues
- Management of onsite meeting logistics, including catering, AV, temporary staff, security, etc.
- Liaise with the program committees to develop meeting programming in conjunction with the Research & Education Manger
- When appropriate, implement and maintain compliance with any relevant ACCME guidelines through the application of appropriate design, methodology and assessment
- Manage the call for abstracts process including the online application system, generating reports, setting up the review portal, sending notifications to applicants, & managing the accepted speaker process
- Work with outside vendors for services to manage meeting abstracts, exhibitor services, etc.
- Management of speaker database, invitations, confirmation, requirements, and reimbursement processes in accordance with CSRS policies
- Manage scholarship program that allows young individuals to apply for and receive meeting travel scholarships to attend our meetings.
- Oversight of pre-registration and onsite registration process for all meetings
- Work directly with other EDI departments (creative services, information services and web services) to create meeting materials and track meeting registrations
- Management of sponsors/exhibitors
- Contracting outside vendors for exhibition decorating, audio-visual, catering, security, and freight services
- Facilitate preparation, distribution and tabulation of program evaluations
- Other duties as assigned.
AMOUNT OF TRAVEL REQUIRED: Approximately two to three weeks per year, including some evenings and weekends. Evening calls with volunteer leaders will be scheduled one-two times per month and are typically held in the evenings.
EDUCATION/EXPERIENCE REQUIREMENTS:
- Bachelor’s degree preferred.
- Experience in meeting planning and computer proficiency desired.
- Detail-oriented with outstanding organizational and critical thinking skills.
- Exceptional written and verbal communication skills with an emphasis on a high-level of customer service.
- Demonstrated ability to work independently and in a small team environment.
- Ability to prioritize varied assignments and handle multiple projects.
- Proficiency in Word, Excel, Outlook and PowerPoint.
PHYSICAL REQUIREMENTS: (lifting, packaging, etc.) Minimal lifting required. Ability to move quickly within meeting facilities.
- This position is located in downtown Milwaukee, WI and a minimum of two days onsite in the office are a requirement of the role.
*EDI requires new hires to be fully vaccinated against COVID-19, unless a medical or religious exemption applies and is approved. Being fully vaccinated means that an individual is at least two weeks past their final dose of an authorized CDC COVID-19 vaccine primary series regimen. As a condition of employment, newly hired employees will be required to provide proof of their COVID-19 vaccination.
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