Membership and Meetings Manager, CIA/IES
Full Time
Milwaukee, WI 53202
Posted
Job description
Membership and Meetings Manager
CLIENT ASSOCIATION: Collegium Internationale Allergologicum, CIA, International Eosinophil Society, Inc., IES
POSITION(S) REPORTS TO: Executive Director, CIA, IES
POSITION(S) THAT REPORT TO YOU: N/A
EXEMPT/NON-EXEMPT EMPLOYEE STATUS: Exempt (Minimum of 37.5 hours/week):
GENERAL SUMMARY:
The Collegium Internationale Allergologicum (CIA) and the International Eosinophil Society (IES) are non-profit medical societies managed by Executive Director, Inc. (EDI).
The CIA is a small and highly interactive international society comprised of the best scientists in allergy and immunology. The society holds biennial meetings in order to bring members together to better understand and treat immune-based disorders, particularly allergic disorders such as atopic dermatitis, food allergy and asthma. Future meetings are planned in Montreal, Canada (2023) and Croatia (2025).
The IES is an organization of scientists and clinicians interested in the eosinophil, a blood cell strongly associated with many diseases. The society sponsors biennial meetings and monthly webinars to review new information about the eosinophil and its roles in health and disease. Future meetings are planned for Hamilton, Canada (2023) and France (2025).
This position works closely with the Executive Director of CIA/IES to execute all aspects of the clients’ missions and objectives. Position responsibilities are varied and require flexibility, high-level customer service, clear communication, attention to detail and personal accountability.
POSITION RESPONSIBILITIES (Minimum of 37.5 hours/week):
POSITION(S) REPORTS TO: Executive Director, CIA, IES
POSITION(S) THAT REPORT TO YOU: N/A
EXEMPT/NON-EXEMPT EMPLOYEE STATUS: Exempt (Minimum of 37.5 hours/week):
GENERAL SUMMARY:
The Collegium Internationale Allergologicum (CIA) and the International Eosinophil Society (IES) are non-profit medical societies managed by Executive Director, Inc. (EDI).
The CIA is a small and highly interactive international society comprised of the best scientists in allergy and immunology. The society holds biennial meetings in order to bring members together to better understand and treat immune-based disorders, particularly allergic disorders such as atopic dermatitis, food allergy and asthma. Future meetings are planned in Montreal, Canada (2023) and Croatia (2025).
The IES is an organization of scientists and clinicians interested in the eosinophil, a blood cell strongly associated with many diseases. The society sponsors biennial meetings and monthly webinars to review new information about the eosinophil and its roles in health and disease. Future meetings are planned for Hamilton, Canada (2023) and France (2025).
This position works closely with the Executive Director of CIA/IES to execute all aspects of the clients’ missions and objectives. Position responsibilities are varied and require flexibility, high-level customer service, clear communication, attention to detail and personal accountability.
POSITION RESPONSIBILITIES (Minimum of 37.5 hours/week):
- Meetings
- Management and oversight of:
- IES Biennial Symposium – international 5-day conference (approximately 200-225 attendees)
- CIA Biennial Symposium – international 5-day conference (approximately 225-250 attendees)
- Work with the Executive Director to develop meeting timelines and budgets
- Oversee all logistical aspects of the meetings, including, but not limited to, preparing Request for Proposals (RFP) and managing the site selection process, working with the meeting venue and outside vendors to ensure successful completion of the meeting, and on-site coordination while meeting deadlines and budget demands
- Manage, coordinate, and implement all aspects of the registration process including database set up, form processing, payment collection and reporting, and confirmation distribution, badges, distribution of onsite materials, and manage onsite registration desk at live events
- Contract with hotels, other social event venues and outside vendors
- Manage meeting catering (food and beverage) and audio visual
- Manage housing blocks
- Manage speaker database, invitations, confirmations, requirements, and reimbursement process
- Manage abstract submission, including abstract grading, oral and poster presenter invitations and communication with presenters
- Oversee and create the promotional materials for meetings, including but not limited to marketing, design, and development of meeting materials such as save the date postcards, meeting brochures, broadcast emails and on-site signage, etc.
- Oversee and update the meeting websites on a regular basis
- Develop agendas, plan and staff video conferences and meetings, coordinate mailings, draft letters, take and circulate minutes and correspondence
- Manage monthly webinar series including inviting speakers, producing the live webinar and editing recordings for the website
- Other duties as assigned
- Management and oversight of:
- Membership
- Manage membership processes, including processing of membership applications, maintaining membership records and database and creating reports
- Manage general info email boxes and voicemails
- Prepare communications to membership
- Oversee yearly membership renewals and invoicing
- Other duties as assigned
AMOUNT OF TRAVEL REQUIRED:
2-4 weeks per year (some international). Some early morning/evening work may be required.
EDUCATION/EXPERIENCE REQUIREMENTS:
2-4 weeks per year (some international). Some early morning/evening work may be required.
EDUCATION/EXPERIENCE REQUIREMENTS:
- Bachelor’s degree preferred.
- 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:
Occasional lifting of 50 pounds may be required.
- 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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