Specialist, Meeting Logistics and Virtual Event Support

Bethesda, Maryland, United States | Clinical Affairs Division | Full-time

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The Specialist under the direction of the Clinical Affairs Division, Manager has a dual role within the Clinical Affairs Division (CAD). The Specialist will coordinate activities around meeting planning and meeting-related communication, such as: attendee registration, materials development, onsite support, post-meeting reporting, and attendee reimbursement. Additionally, the Specialist will be responsible for all aspects of CAD’s virtual events scheduling, attendee registration, virtual event-related-related communication (pre and post), hosting and providing technical assistance, and cataloging all virtual events in a centralized and accessible location. The successful candidate must have strong writing, problem solving, and organizational skills that will support CAD staff to plan both in-person and virtual meetings.

The successful candidate will have the ability to organize information into a clear and concise format for communication both internally and externally, be dexterous with multiple deadlines, priorities and sets of materials, and collect relevant pre and post information, including reimbursement and assessments, if needed. This professional will build systems and infrastructure (e.g. tools, tracking) to support their work and CAD staff. 

Specific Duties:

Meeting Logistics:

  • Work closely with CAD leadership to build, map, and communicate a meeting infrastructure to help streamline, standardize, and make an efficient process.
  • Develop online meeting registration forms in Qualtrics for tracking of attendee information such as travel, answers to pre-work, and other items as needed.
  • Coordinate production of meeting materials with CAD Program Associate to include: name badges, meeting materials (e.g., participant lists, agendas, and supporting documents), electronic materials, supplies, etc.
  • Coordinate with CAD Program Associate to reserve conference rooms, order catering, ensure all printed and event materials are prepared, and other duties based on the type of meeting.
  • Oversee all expense report and reimbursement processes for all meetings.
  • Provide onsite assistance for meetings and coordinating day-of needs.
  • Assist in preparation of post-meeting registration reports, if applicable.
  • Coordinate with Grants Administration team to ensure budget, expenses, and other needs as they arise.

 Virtual Event Support:

  • Develop a streamlined infrastructure for virtual events that includes operating procedures for scheduling, documents, surveys, and/or other needs that arise for a virtual event.
  • Coordinate scheduling, registration, documents (e.g., PowerPoint, PDFs), technical run throughs, and survey development for any virtual event.
  • Tracks all virtual event registrations and communications to ensure accuracy for reporting, if required by CAD staff.
  • Hosts and provides technical assistance both before and during virtual events.
  • Manages all aspects of coordination, planning, implementation, and follow up for all CAD virtual events.

Experience/Ability/Knowledge:

  • 2 years of relevant experience providing administrative support in a team environment
  • Previous meeting planning or logistics experience (1-3 years) strongly preferred
  • WebEx or Webinar platform experience required
  • 2-3 years of virtual host experience strongly preferred
  • Strong written, verbal, and proofreading/editing skills
  • Strong interpersonal relationship building skills
  • Experience with online survey tools (e.g., Qualtrics), a plus
  • Must be able to balance multiple deadlines
  • Must have demonstrated attention to detail
  • High Proficiency in Microsoft Office suite
  • Knowledge of Salesforce, a plus

 Other:

  • Occasional local travel required
  • Demonstrated awareness and value of cultural competency
  • Ability to work in a diverse team environment
  • Must work well with others as well as independently
  • Strong Customer service skills