Description

The ISMRM Meetings Coordinator assists the Director of Meetings in coordinating ISMRM events such as annual meetings, technical exhibitions, trade show booths, workshops, and Board meetings.

Requirements

Specific responsibilities include, but are not limited to:

• Event Logistics: Provide assistance in venue research, set-up details including, but not limited to, catering, AV, technical and poster exhibition, freight management, and setup of committee meetings for our Annual Meetings and global workshops.  Also, assist in compilation of information for brochure and web publication.
• Meeting FAQs: Gather cross-departmental information to create the essential on-site master reference guide used at our registration and membership booths.
• Global Shipping & Inventory: Coordinate, pack, and log registration materials and supplies for all workshops and annual meetings; maintain shipping logs and navigate customs requirements with our advanced freight vendors.
• AMPC: Under the supervision of the Director of Meetings, arranges accommodations, catering, room set and audio-visual for Annual Meeting Program Committee (AMPC) construction meeting in January.
• Housing: Under supervision of the Director of Meetings, work with Registrar to manage housing for workshops (including creation and maintenance of housing list) and coordinate with venue to ensure accuracy of reservations and addressing of special requests.
• Exhibitor Management: Under supervision of the Director of Meetings, manage exhibitor participation—research potential exhibitors, prepare prospectus mailing list, create and collect service forms, register exhibitors and mail badges, create and mail vouchers, create spreadsheet and maintain database, coordinate schedule and placement of ancillary meetings, create and maintain paper files, process exhibitor contracts and payments, work with Director of Meetings and contractors to draw preliminary and final floorplans, correspond with exhibitors and redirect questions to vendors/suppliers, create and maintain exhibitor representative contact list for vendors, work with the IT department to keep website up-to-date with Exhibition information. Work with the accounting department to invoice and collect payments from exhibitors.
• Industry Representation: Under supervision of the Director of Meetings, coordinate ISMRM’s presence at major industry trade shows (RSNA, ECR, etc.) including paying exhibit fees, exhibit floor placement, if necessary, ordering show services, freight management, accommodation and flights for staff, and payment of all services.
• Meetings Inventory: Maintain log of all meetings inventory for workshops and the annual meeting and notify appropriate departments when items need to be replenished.
• Administrative Duties: Perform miscellaneous duties as assigned by Director of Meetings and supervisory staff.

Qualifications:

• Two years’ college or equivalent experience;
• 3+ years administrative/office experience;
• Trade show experience preferred but not required;
• Computer proficiency (Word, Excel, Access, and other database management systems);
• Excellent oral and written communication, spelling, grammar, and proofreading skills;
• Excellent ability to organize, prioritize, and handle multiple tasks at once;
• Customer service-oriented and strong interpersonal skills;
• Ability to work in an international setting with people with limited English proficiency and differentcultural orientations;
• Must be able to travel internationally or domestically;
• Must be able to transport and position 40-lb. boxes between the stockroom and the shelves.
• Ability to work and develop working relationships with members and co-workers—a proven teamplayer;
• Ability to calmly pivot and adapt in order to accomplish the task at hand and handle potential criseswith a cool head.