Webinar Zoom Administrator Jobs (NOW HIRING)

Job Description

• Location: Chicago, IL (Hybrid – Two days in the office)
• Type: Full Time, Experienced
• Education: 4-year degree preferred
• Reports To: Manager, Member Programs

Summary

The Associate, Member Programs supports the planning, coordination, and execution of educational conferences, meetings, webinars, virtual events, and member engagement initiatives. This position works closely with the Manager of Member Programs to ensure the successful delivery of in-person and virtual programs that support the organization's strategic goals and member value.

The Associate, Member Programs serves as a key liaison for various member segments, including residents, advanced practice providers (APPs), physicians, administrators, and other clinical and non-clinical professionals within urology practices. Responsibilities include event logistics, faculty coordination, production of meeting materials, virtual meeting management, member communications, and engagement initiatives designed to strengthen participation and connectivity across the membership.

The ideal candidate is highly organized, detail-oriented, customer-service focused, and capable of managing multiple projects and deadlines in a fast-paced association environment.

Essential Duties and Responsibilities

Meeting and Event Operations

• Assist in the planning, coordination, and execution of association meetings, conferences, workshops, webinars, and educational programs.
• Manage assigned meeting logistics and support onsite event operations.
• Track project timelines, deadlines, and deliverables to ensure successful program execution.
• Coordinate meeting logistics with vendors, venues, speakers, and internal staff.

Program Materials and Production

• Coordinate the development, review, and production of program books, meeting agendas, signage, presentations, and other event materials.
• Work with internal staff, vendors, and graphic designers to ensure accuracy, consistency, and timely production of printed and digital materials.
• Maintain meeting content updates and version control throughout the planning process.
• Assist with development of attendee communications, promotional materials, and event resources.

Faculty and Speaker Management

• Support faculty recruitment and communication efforts.
• Track speaker confirmations, biographies, presentations, disclosures, headshots, and required documentation.
• Monitor speaker deadlines and provide regular status updates to program leadership.
• Coordinate faculty travel arrangements, audiovisual requirements, and onsite needs as required.
• Serve as a point of contact for speakers throughout the planning process.

Virtual Meeting and Town Hall Management

• Coordinate setup and execution of webinars, virtual meetings, committee meetings, town halls, and online educational programs using Zoom and other virtual platforms.
• Manage registration settings, meeting links, breakout rooms, polls, recordings, and attendee communications.
• Develop run-of-show documents and facilitate technical rehearsals with speakers and moderators.
• Provide technical support to presenters, moderators, and attendees before and during virtual events.
• Manage recording, archiving, and post-event distribution of virtual content.
• Coordinate virtual member town hall meetings focused on current industry and practice management issues, including agenda development, speaker coordination, platform management, attendee communications, and post-meeting follow-up.
• Capture and distribute meeting minutes, action items, and summary reports from town hall meetings and other assigned virtual programs.

Member Engagement and Communications

• Support engagement initiatives for residents, advanced practice providers (APPs), physicians, administrators, and other clinical and non-clinical professionals working within urology practices.
• Coordinate targeted communications and outreach campaigns designed to increase participation in programs, events, volunteer opportunities, and member communities.
• Assist with development and maintenance of engagement strategies for emerging member segments and professional interest groups.
• Monitor participation trends and provide recommendations to improve member engagement and retention.
• Serve as a liaison to member committees, working groups, and special interest communities as assigned.

Member and Administrative Support

• Respond to member, speaker, volunteer, and attendee inquiries in a professional and timely manner.
• Maintain accurate event records, databases, participation reports, and tracking systems.
• Assist with registration management and attendee communications.
• Prepare meeting reports, engagement metrics, and program summaries.
• Support departmental projects and strategic initiatives as assigned.

Qualifications

Education and Experience

• Bachelor's degree preferred or equivalent combination of education and experience.
• Minimum of 2–4 years of experience in association management, meeting planning, event coordination, member engagement, or a related field.
• Experience supporting conferences, educational programs, professional societies, or healthcare associations preferred.
• Experience managing virtual meeting platforms, including Zoom, required.

Knowledge, Skills, and Abilities

• Strong project management and organizational skills.
• Exceptional attention to detail and ability to manage multiple priorities simultaneously.
• Excellent written, verbal, and interpersonal communication skills.
• Strong customer service orientation and relationship management skills.
• Proficiency with Microsoft Office Suite, including Word, Excel, PowerPoint, Outlook, and Teams.
• Experience working with association management systems, registration platforms, CRM systems, or event management software preferred.
• Ability to work independently while collaborating effectively with staff, volunteers, vendors, faculty, and member leaders.
• Ability to facilitate virtual meetings and troubleshoot technical issues in real time.
• Willingness to travel and provide onsite support for meetings and events.

Salary range: $70-75K

Send a cover letter and resume to Haley Ross at hross@lugpa.org