Meeting Planner - Chicago, IL - Hybrid

The Society of Thoracic Surgeons

Chicago, IL

Vision , Medical , Dental , Paid Time Off , Retirement
Full-Time

Job Description

Join Our Team:

Founded in 1964, The Society of Thoracic Surgeons is a not-for-profit organization representing more than 7,500 surgeons, researchers, and allied health care professionals worldwide who are dedicated to ensuring the best possible outcomes for surgeries of the heart, lungs, and esophagus. Our mission is to advance delivery of the highest quality patient care through collaboration, education, research, and advocacy. Our vision is to improve the lives of patients with cardiothoracic diseases.

Headquartered in Chicago, IL, our dedicated team of 80+ employees strive for excellence while upholding our Core Values of: Leadership; Quality; Diversity, Equity, and Inclusion; Professionalism; Innovation; and Collaboration. To learn more about STS, go to: www.sts.org.

Employee Benefits and Total Rewards:

In addition to a competitive salary, STS offers a generous total rewards package including, but not limited to the following: health, dental, and vision coverage, 401(k) with a match up to 6%, eligibility to participate in the company incentive compensation/bonus program, and professional development opportunities.

STS also promotes work-life balance by providing a 37.5-hour work week along with paid time off including: 15 days of paid vacation, 8 paid sick days, and several paid holidays. We offer a casual dress code, and a hybrid work environment which allows for remote up to 3 days per week and requires employees to be in office a minimum of 2 days per week.

Position Overview:

As part of the Meetings and Conventions team, coordinate activities related to meeting planning for the Society's Annual Meeting and STS standalone meetings, including meeting logistics, registration, collaboration with vendors, and related administrative tasks.

Position Responsibilities:

Coordinate housing, on-site logistical needs, and advance and on-site registration for STS Stand Alone meetings.
Create Stand Alone meetings in registration system.
Collaborate with the staff lead and registration vendor on the Annual Meeting registration system, assisting with tasks ranging from pre-opening to onsite implementation.
Assist in the implementation of logistical details (both in advance and onsite) for the Annual Meeting
Coordinate room assignments and oversee logistics for ancillary events at the Annual Meeting.
Assist in shipping process for all STS meetings.
Assist in budget creation, management, and reconciliation of all meeting-related invoices; track revenues and expenses to help ensure that they are aligned with budget.
Participate in development of RFPs, conduct site searches, make venue recommendations, and negotiate contracts for smaller STS standalone meetings.
Provide customer service to potential and confirmed registrants inquiring about registration and housing.
Track and report historical registration and housing data for assigned meetings.
Monitor critical dates for meetings and events.
Provide administrative support for the VP of Meetings and Conventions.

Position Qualifications:

Bachelor's degree is preferred, or an equivalent combination of education, training, and experience.
Minimum of 2 years' work experience in the meetings industry is required.
Professional association work experience is strongly preferred.
Excellent written and oral communication skills
Proficiency with Microsoft Office products (Word, Excel, Teams, SharePoint, OneDrive)
Proficiency with association management software
Demonstrated excellence in organization, planning, and follow-through capabilities; attention to detail
Ability to multi-task and manage several projects simultaneously
Ability to travel, as necessary
Ability to develop and maintain positive working relationships with co-workers, volunteer leaders, other organizations, and industry contacts; tact, diplomacy, and good judgment
Positive attitude in the workplace
Ability to work in team environment
Flexibility and adaptability to changing daily activities and schedules
Self-starter, anticipate needs and start tasks
Ability to travel occasionally, locally for the day and overnight 1-2 day domestic travel