Meetings Assistant - SCAI
As the Meetings Assistant, your attention to detail, grace under pressure, and ability to anticipate others’ needs will be the keys to your success. We will count on you to keep the meetings department organized, database updated, and our many spreadsheets coordinated. Your project management skills will be put to good use as you help us plan multiple events.
You will report to the senior manager, meetings and provide support to the meetings team. You will help with the planning and delivery of conferences, meetings, special events, and programs for the Society for Cardiovascular Angiography and Interventions (SCAI). SCAI hosts two major conferences which attract approximately 1,700 attendees from across the globe and several regional meetings with approximately 100-300 attendees each. Conferences and meetings are dynamic, featuring live cases, renowned speakers, late-breaking clinical trials, case reviews, abstract presentations, and interactive workshops.
SCAI members love our meetings and programs. This is an already successful team where you can develop and expand your skills, growing into a meetings management career in a friendly environment. At SCAI, we all work together and win together.
The leading voice for interventional cardiology, the Society for Cardiovascular Angiography and Interventions is a 4,300-member professional organization representing invasive and interventional cardiologists in approximately 70 countries. SCAI's mission is to promote excellence in invasive/interventional cardiovascular medicine through physician and allied health professional education and representation, and advancement of quality standards to enhance patient care.
Responsibilities of the Meetings Assistant
- Coordinate with internal and external stakeholders to makes sure deadlines are met and deliverables provided.
- Data management: Communicate with all stakeholders on changes and update database and spreadsheets accurately.
- Set up, manage, and monitor online registration.
- Support on-site registration and other day-of details.
- Maintain clear and accurate files, calendars, and history of each event.
- Process invoices and reimbursements related to meetings.
- Assist with proofing printed meeting materials.
- Coordinate packing and shipping of meeting materials, equipment, and supplies to and from meetings.
- Take initiative in resolving on-the-spot difficulties as they arise.
- Travel to support the events as required.
Qualifications of the Meetings Assistant
- Bachelor’s degree.
- Minimum of 1-2 years of experience in the meetings industry.
- Demonstrated ability to work independently and deliver results.
- Advanced Excel skills.
- Demonstrated experience managing a database.
- Excellent written and verbal communication skills.
- Association industry or nonprofit background helpful, but not required.
Attributes of the Meetings Assistant
- Project manager. You are able to juggle multiple tasks, allocate and optimize resources, and manage timelines. You enjoy creating and implementing processes and procedures that uphold rigorous standards. You manage a task from start to finish.
- Exceptional communicator. You are known for your poise, tact, and diplomacy. You are comfortable in a social setting and able confidently engage at all levels and across multiple stakeholder groups. You collaborate on projects and communicate results, and you are willing to listen and learn from others.
- Detail oriented. Even though you are detail oriented, you can also see the big picture and understand how the details relate to the overall mission of the organization.
- Organizational skills. Your attention to detail is supported by your organizational skills. You appreciate order and know how to achieve it efficiently.
- Flexible and capable. You manage changing priorities without difficulty and get the job done. You do whatever it takes.
- Confident and pleasant. You understand that everyone is a “customer” and should have a “Ritz Carlton” service experience when contacting the meetings office.
- Problem solver. You have excellent critical thinking skills, dive into the details, and know when and what questions to ask.
- Resourceful with great follow through. Whether it’s something that requires a quick turn-around or a long-term project with many steps, you take full responsibility from start to finish. When you say you’ll get back with someone, you do.
- Service-driven. You set the standard for meeting and exceeding expectations. You are responsive and committed. You are clear, tactful, and diplomatic about what’s realistic and what’s possible.
What’s Attractive to the Right Meetings Assistant Candidate?
- SCAI is an exciting and busy environment with a variety of meetings and programs where you will learn and grow your career.
- SCAI’s staff are smart, collaborative, energetic, hard-working people who are committed to their work and delivering a solid work product.
- You will get to work with a committed and caring volunteer base of cardiologists who want to make high-quality education happen and who enjoy getting into the details.
- We offer highly competitive compensation and benefits.
To Apply for the Meetings Assistant position with SCAI:
Use the "Apply" button on this page, or email your resume to Gina Schurman at firstname.lastname@example.org with "SCAI Meetings Assistant / 2017-2244 SA" as the subject of the email.
Alternative Titles: Meetings Coordinator, Events Coordinator, Events Specialist, Assistant Meetings Manager, Administrative Assistant.
Staffing Advisors is committed to helping our clients create a diverse work environment and is proud to be an equal opportunity employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, gender, gender identity or expression, sexual orientation, national origin, genetics, disability, age, veteran status, or any other basis protected by law. Some positions may require pre-employment screening potentially including a criminal background check, verification of academic credentials, licenses, certifications, and/or verification of work history.