Title of Position: Meetings Coordinator/Administrative Assistant
Department: Meetings and Continuing Medical Education
Reports to: Director of Meetings and Continuing Medical Education
Date Updated: July 2018
FLSA Status: Non-Exempt
The American Academy of Child & Adolescent Psychiatry (AACAP) Meetings Department plans meetings to educate its members and other physicians, including the Annual Meeting (4,000+ attendees, including 90 exhibits), the Pediatric Psychopharmacology Update Institute (750+ attendees), the Hansen Annual Review Course (200 attendees), the Legislative Conference (200 attendees), and 50 small committee meetings (20 or fewer attendees).
The Administrative Assistant to the Meetings Department works with the Director of Meetings and CME, Assistant Director of Meetings, and Meetings and Exhibits Manager to negotiate, plan, coordinate, and manage onsite logistics for these events and has direct responsibility for the volunteer management portion of the Annual Meeting (Monitor Program) among other Annual Meeting projects, support of the mid-sized meetings, and most committee meetings.
The Administrative Assistant is the Swiss Army Knife of the Meetings Department – remarkably organized; quick-to-adapt; happy to help co-workers, members, and vendors; and a detail fanatic. This position requires an individual that thrives on the desire to provide exceptional support to their team and organization, with a smile.
- Responsible for all Meetings Department administrative duties, including written and oral communication with members, vendors, and internal staff; data entry; administrative paperwork; and other responsibilities as assigned.
- Maintain and update administrative records and provide logistical and hands-on support for all AACAP meetings, including in-house events and committee meetings. To AACAP, logistical and hands-on support includes understanding meeting requirements; maintenance of travel requirements for attendees; set-up, oversight, and break-down/clean-up of in-house events; placing orders with outside vendors, and clear communication with members, vendors, and internal departments.
- Firm and fair interaction with vendors, especially hotels and restaurants, to plan successful AACAP events.
- Set-up, test, troubleshoot and maintain AACAP’s Annual Meeting Monitor program, our system of coordinating student volunteers at our meetings. This program has “sold out” the past 4 years and it is expected that this program will continue to do so. Some specific duties include constant and specific communication with volunteers and internal departments to create a complex schedule, onsite training and volunteer management, and willingness to learn and use new technologies to ensure a successful program.
- Strong writing and editing of multiple publications, including marketing pieces, web content, and scientific documents. A successful candidate will have an impeccable grasp of the English language as well as a flair for creative wordsmithing.
- Organized multitasking to coordinate numerous smaller Annual Meeting projects, e.g., sign/copy orders, honoraria/scholarship details, reunion/reception requests, etc.
- Serve as an administrative liaison to several committees with responsibilities including written and oral communications with committee members; detailed note-taking to create meeting minutes and communication to staff about action items; and active meeting and/or conference call participation.
- Always ready to jump in and help with other duties as assigned.
- Positive, hard-working attitude.
- Exceptional project management and customer service.
- A basic knowledge of how hotels function, meeting room arrangements/set-ups, food and beverage, when and how to obtain supplier services such as audiovisual, shipping, etc., is preferred.
- Strong oral, written, and interpersonal communication skills.
- Strong attention to detail and the ability to manage multiple projects and deadlines.
- Must be organized, able to plan ahead to meet deadlines, able to work in a fast-paced environment, and possess excellent time management and prioritization skills.
- Excellent computer skills, especially in Microsoft Office. Adobe InDesign, iMis, and Adobe Acrobat a plus.
- Scientifically-inclined a plus, but if not, a willingness and enthusiasm to learn about the field of psychiatry.
- Bachelor’s degree required.
- Work experience in meeting or event planning preferred.
- Nonprofit association and medical/scientific association experience a plus.
- Must be able to travel an aggregate of approximately 1-2 weeks per year, including some weekends.
- Must be physically able to set up for meetings, carrying and moving items such as signs, platters, drinks, small AV equipment, etc.