Conference Specialist Jobs (NOW HIRING)

The Specialist, Conference Programs will support the Medical and Scientific Relations team to execute operations across in-person, hybrid and virtual activities carried out under the Alzheimer's Association International Conference (AAIC) and related scientific meetings, under the direction of the Senior Director, Scientific Programs. The Specialist will provide assistance with conference programming logistics, communications, analytics, marketing, and promotion, and will play a key role in supporting a cohesive experience for AAIC attendees and ISTAART members. In addition to working closely with internal partner divisions, they will act as a key point of contact for external partners, representing the Alzheimer's Association in a positive, professional manner.

Essential functions and responsibilities include, but are not limited to the following:

Conference programming and operations

• Support the planning, infrastructure and execution of AAIC's main program, preconferences, workshops, plenary sessions, and special events with internal and external teams.
• Assist the AAIC Scientific Program Committee (SPC) in project management of the invited, curated, and distinguished plenary and award programs annually.
• Develop agenda documents, operational checklists, run-of-shows, and manage scheduling for AAIC's key events and committees, ensuring timely communication and seamless on-site execution.
• Coordinate and operationalize ISTAART-led and PIA-led programming at AAIC, including bespoke conference programs and conference fellowships, in close collaboration with the Membership Specialist.
• Manage abstract submission processes and a variety of conference submissions across AAIC and other related scientific meetings.
• Support the AAIC Scientific Program Committee calls, including agenda preparation, calendar management, follow-up communications, and tracking of planning progress.
• Lead slide collection for invited speakers and manage pre-recorded presentation submissions from virtual speakers.
• Support CME accreditation needs for AAIC and collaborate with credit vendors and AAIC speakers.
• Lead post-conference KPI reporting for abstracts, reviewers, and attendees for scientific meetings.

On-site and event execution

• Support the smooth running of the scientific program on site, including timely collection of slides, poster exhibition setup and coordination, speaker preparation, and stage management.
• Serve as point-of-contact for on-site invited speakers, Conference Services team, and Scientific Programming teams.
• Support on-site logistical organization for MedSci events at external conferences, including exhibits, office space, refreshments, and meetings.
• Travel to select scientific meetings (internal and external) to support exhibitor activities and programming, including weekends and evenings as occasionally required.

Communications, marketing and cross-team collaboration

• Collaborate with marketing and communications teams to develop bespoke email messaging and promotional assets for AAIC year-round, including toolkits for presenting authors and abstract submitters.
• Support the creation of clear, accurate reports on abstract submissions, conference fellowships, and reviewer feedback for internal and external dissemination.
• Support email accounts and customer relationship management platforms related to AAIC to deliver a unified attendee and member experience.
• Collaborate actively with the Specialist, Membership Programs to ensure AAIC and ISTAART activities are experienced cohesively by members and attendees — including joint communications, shared calendar coordination, and aligned on-site presence.
• Collaborate internally within the MedSci division to integrate scientific conference activities with the full suite of the Association's scientific initiatives, including ISTAART, grant programs and journals.
• Maintain documentation and report updates on submissions and reviews, ensuring data privacy and compliance.

Other

• Performs other duties as assigned.

• Bachelor's or Master's degree in a relevant field.
• 3 or more years of relevant professional experience in scientific meetings, conference management, or a related field.

• Exceptional project management, time management and organizational skills, with the ability to manage logistics and timelines for multiple meetings simultaneously, with special attention to attendee and speaker needs, requirements, and schedules.
• Strong proficiency in Microsoft applications and Google Suite, with robust experience in tracking large raw datasets in Excel / Google Sheets.
• Analytical skills to organize and handle large datasets from multiple internal sources.
• Experience and clear fluency using virtual meeting platforms and able to quickly adapt to and learn a range of technology interfaces, communication tools and project management platforms.
• Experience using customer relationship management (CRM) systems, meeting submission management technologies and electronic survey systems.
• Strong communication skills, with experience in producing high-quality written content for email correspondence, marketing materials and event scripting.
• Ability to communicate effectively and disperse clear information to speakers and conference attendees across all in-person and virtual events, verbally and via email, providing exceptional customer service.
• Ability to work effectively both independently and in a team environment, and in an agile manner.
• Strong interpersonal skills, with the ability to represent the Alzheimer's Association in a positive, professional manner to key opinion leaders and partners across a multitude of settings.
• Ability to travel throughout the US by plane and surface transportation, as well as internationally as needed. Must possess a valid passport.

Position Location: Chicago - Hybrid 

Full-time 37.5 hours per week  

Position Grade & Compensation: Grade 506  exempt The Alzheimer's Association’s good faith expectation for the salary range for this role is between $70,000.00-$82,000.00 

Reports To: Senior Director, Scientific Programs

Who We Are: 

The Alzheimer’s Association is the leading voluntary health organization in Alzheimer’s care, support and research. Our mission is to lead the way to end Alzheimer's and all other dementia– by accelerating global research, driving risk reduction and early detection, and maximizing quality care and support. 

The Alzheimer’s Association announced a landmark $100 million investment in research for 2023. This unparalleled commitment is illustrative of the momentum we are building in dementia research — our investments today will lead to breakthroughs tomorrow. 

At the Alzheimer’s Association, our employees are at the core of all we do. Our network of more than 1,750 employees across the United States makes a difference each and every day for those impacted by Alzheimer’s and those at risk for the disease. 

We warmly invite qualified applicants to consider this opportunity to make a life-changing impact on the millions living with Alzheimer’s, their caregivers and those that may develop the disease in the future. Read on to learn more about the role, then visit our website www.alz.org/jobs to explore who we are and why we've been recognized as a Best Place to Work for the last twelve years in a row.  

At the Alzheimer's Association®, we believe that diverse perspectives are critical to achieving health equity — meaning that all communities have a fair and just opportunity for early diagnosis and access to risk reduction and quality care. The Association is committed to engaging underrepresented and underserved communities and responding with resources and education to address the disproportionate impact of Alzheimer’s and dementia. 

 The Alzheimer’s Association commitment remains steadfast in engaging all communities in our full mission. The Association provides equal employment opportunities to all employees and applicants for employment and prohibits discrimination and harassment to the fullest extent required by law, including, but not limited to, on the basis of race, color, religion, age, sex, national origin, gender identity, disability status, genetics, protected veteran status, sexual orientation, or any other legally protected characteristic. 

Employees working 24 hours/week or more are eligible for a comprehensive benefits package, including medical, dental, vision, flex accounts, short and long-term disability, life insurance, long term care insurance, tuition reimbursement, generous Paid Time Off, 12 annual holidays and Paid Family Leave, as well as an annual Cultural & Heritage Day and Volunteer Day of their choosing. They are also eligible for our gold standard 401(k) retirement plan. Please click HERE for more information. 

Full time employees (37.5 hours/week), will enjoy all of the above plus an annual School Visitation Day and an Elder Care Facility Day of their choosing. 

Qualified Applicants with arrest or Conviction records will be considered for Employment in accordance with the Los Angeles County Fair Chance Ordinance forEmployers and the California Fair Chance Act at the Alzheimer's Association.The Alzheimer's Association will conduct an individualized assessment of the material job duties of this job include working with vulnerable communities which theemployer may reasonably believe that Criminal History may have a direct, adverse and negative relationship for the safety of the community.The background check will include searches for: social security person search, public reports, county & federal criminal reports, multi-jurisdictional, sex offenderdatabase, NSOPW national sex offender, education, employment history, motor vehicle or driving history, and reference checks.