AASLD, an association for scientists and healthcare providers in the field of liver disease located in Old Town Alexandria is looking for a highly motivated and detail-oriented individual with exceptional interpersonal skills and strong organizational skills in virtual, hybrid, and in-person events.
As the Manager, Registration & Meetings, you will responsible for registration management and meeting logistical support for the association’s meetings and conferences, and the association’s signature event, The Liver Meeting®. This position supports the engagement of members and other hepatology providers through rigorous scientific meetings and other offerings. Working with the Director, Meetings, the Manager will be responsible for building registration databases and ensuring the successful implementation/execution of registration for various meetings and conferences.
The Liver Meeting® (Annual Meeting)
Develop and implement appropriate timelines/deadlines for The Liver Meeting® registration
Manage building and programming of the registration platform infrastructure
Test functionality across all registration categories and newly implemented features
Process in-house registrations for select categories such as staff, VIP guests, speakers, complimentary registrations
Facilitate weekly calls with registration vendor
Train onsite temporary staff on AASLD registration procedures
Serve as primary onsite registration contact for AASLD staff and temporary staff
Conduct planning meetings and pre-and post-meetings with AASLD staff and vendors
Work with decorator and Director of Meetings to develop onsite specifications
Analyze industry trends and prepare recommendations for registration pricing and packages
Research and create Event Compliance Policies to protect the association and other stakeholders
Identify, distribute, and manage promotion codes for reduced registration offers.
Monitor available information from the World Bank to identify countries with developing economies (low- and middle-income countries) that qualify for reduced registration fees
Oversee preparation and distribution of registration reports
Prepares registration reports and maintains historical files.
Creates and processes invoices for group registrations and wire transfers
Make decisions regarding registration and refund activities
Reconcile registration revenue, including data analytics, with accounting staff
Digestive Disease Week® (DDW)
Responsible for meeting logistics, preferred housing, committee meeting logistics, hotel resume, members’ reception, private dinners, and travel arrangements
Develop and implement appropriate logistical timelines/deadlines
Prepare staff handbook preparations and procedures
Managing logistical aspects for the booth inclusive of utilities, equipment rental, Food & Beverage, and shipping. Negotiate vendor contracts as needed.
Manage preferred housing and hotel block with DDW official housing partner
Collaborate with all departments on logistical, program, and onsite requirements for committee meetings. Participate in DDW administrative meetings and site inspections
Organize and lead staff tie-down meetings
Responsible for maintaining historical attendance records of AASLD course/session logistics
Review, reconcile and submit final bill(s) for approval
Managing logistical aspects for the booth inclusive of utilities, equipment rental, Food & Beverage, and shipping
Negotiate vendor contracts as needed
Collaborate with all departments on logistical, program and onsite requirements for committee meetings
Manage meeting logistics to include event resumes/specs, food & beverage, audiovisual, equipment rental, and meeting space
Review, reconcile and submit final bill(s) for approval
Update content for web pages on a regular basis and collaborate with Marketing Department for posting
Collaborate with staff in assisting the department with the production of meeting-related publications, including the registration brochure, Hepatology supplement, and final program book
Recommend improvements to processes and procedures
Participate in committee meetings and conference calls as needed
Travels to The Liver Meeting®, smaller conferences, and month-out planning meetings to coordinate onsite logistics, registration, and other responsibilities as appropriate or required
Education and Experience
Bachelor’s degree or equivalent work experience preferred
The job requires 3-5 years of experience in a similar role and relevant subject matter expertise
Experience in hospitality, hotels, nonprofit preferred
Experience working in a virtual environment
Experience with virtual meetings and technology like Zoom, MS Teams, and Slack
Skills Needed in Position
Detail-oriented and able to multi-task.
Strong customer service skills.
Overall comfort and with technology and working in and learning different platforms.
Communication skills: Clearly and effectively communicating ideas verbally and in writing, including the ability to edit the writing of others. Commitment to keeping stakeholders informed.
Strategic thinking and problem-solving skills: Anticipating future consequences and trends, making decisions congruent with the organization’s strategic direction, mission, and goals, and developing new approaches to solve problems or improve processes.
Planning and organizing skills: Determining priorities, developing plans to assure the achievement of objectives, and allocating time and resources effectively.
Supervisory/management skills: Setting clear performance objectives and directions; delegating appropriately.
Interpersonal skills and emotional intelligence: Skill in building and maintaining effective interpersonal and team relationships with a diverse network of colleagues inside and outside the organization, and with other relevant individuals with whom the organization works (members, the media, other organizations, funders etc.).
To apply, submit your cover letter, salary requirements, and resume to firstname.lastname@example.org.