The Meetings and Education Lead supports the logistical and programmatic needs of the ASRA Pain Medicine meetings, courses, webinars, and events.
Term of position
This is a full time at-will employee of ASRA Pain Medicine. 95% of this role will be directly related to ASRA Pain Medicine meetings, courses, and webinars. The remaining 5% will be general administrative support (e.g., answering phones, reviewing email boxes, etc.) and other duties as assigned.
Primary Responsibilities
Meetings and Courses (70% of your time)
- Coordinate and collaborate with outside meeting vendors (e.g., meeting management services, audio visual, exposition services, printing, etc.) for successful execution of all meetings and courses.
- Manage the registration process and needs for meetings and courses with support from the Administrative Assistant
i. Oversee registration management including registration system, pricing, communications, and onsite implementation
ii. Develop a staffing plan and coordinate the appropriate staff for registration and other temporary staff needs at appropriate events
- Maintain relationships with preferred venues in core cities and with national sales executives with hotel brands.
- Identify and successfully implement all aspects and logistics (contracts, registration, lodging, faculty support, etc.) for stand-alone society meetings, courses, and events (e.g., Cadaver Courses, POCUS, Board Meetings, etc.)
- Serve as liaison between meeting management contractor and ASRA Pain Medicine staff as directed by the Executive Director and/or Director of Meetings and CME
- Collaborate with CME, meetings, and communications for course and annual meeting marketing materials (website, email blasts, printed pieces, newsletters, etc.)
- Coordinate signage, décor, and other furniture needs in collaboration with the exposition services vendor with support from the Administrative Assistant
- Integrate dynamic special events and networking opportunities into the meeting
- Maintain reports including financial comparisons, etc.
- Collaborate with the Executive Director for staffing requirements and assignments for all staff at annual meetings and courses
- Coordinate faculty recognition and appropriately recognize contributions with thank you notes, amenities, or upgrades.
Webinar Management (25% of time)
- Manage yearly webinar schedule
- Support volunteer leads with program development and facilitation
- Coordinate all logistics including registration and implementation
- Communicate with Communications Team for webinar marketing
- Collect the necessary paperwork for CME webinars under the direction of the Director of CME
- Create activity in the learning management system and Zoom platform
- Collect and organize materials from speakers
- Facilitate practice/prep sessions with speakers and live event
- Deliver live webinar and complete post-event tasks as necessary
Budget Management
- Lead and collaborate on the development and reconciliation of meeting, course, and webinar budgets with the Executive Director, Director of Operations, and/or Director of Meetings and CME and adhere to approved budget in alignment with ASRA Pain Medicine accounting systems
- Propose meeting and related event fees associated to actual costs
- In conjunction with the Executive Director, Director of Operations, and/or Director of Meetings and CME, complete any post event invoicing and provide preliminary financial report within 2 months of the meeting
d. Support the activities and priorities of the society with other work as assigned
Skills and Experience
At least three to five years’ experience in a similar role
Certifications in meeting management a plus
Demonstrated ability to work with physicians, and ability to break large tasks into exacting details
Proficient in Microsoft Office Suite
Strong communication skills, both written and oral
Excellent organizational skills
Entrepreneurial spirit
Ability to prioritize; plan and carry out responsibilities independently or as part of a team
Diplomacy, discretion, independent judgment
Ability to build collaborative, working relationships with volunteers from diverse cultural backgrounds
Ability to travel, work overtime and lift to 50 pounds, as necessary
