This position assists in the management of the national and regional educational events, board meetings and retreats, providing strong administrative and project management support. Working closely with the annual meeting manager and regional meetings managers, this position assists with the execution of the details of all SGIM meetings. An ideal candidate will have a keen eye for detail, strong project management skills, clear and concise written communication, and the ability to have fun while working hard.
Meeting Technology & Content Management (45%)
Assist in set up and monitoring of the submission process for abstract, disclosure, review, acceptance, and scheduling of scientific presentations.
Produce and maintain speaker agreements for meetings and enduring materials.
Develop, edit, and maintain content and promotional material on annual and regional meeting websites and marketing platforms.
Assist with meeting app: attendee access, data integration verification, speaker presentation uploading and general app usage.
Assists with other technical projects as necessary.
Annual Meeting Registration (25%)
Set up registration process with event information, registration fees, questions, and notifications.
Respond to meeting questions on annual and regional meetings via phone and email correspondence in a timely manner.
Collect, enter, and process payment for individual and group registration into the database and send out reminders with outstanding balances.
Register staff, invited speakers, exhibitors, and sponsors.
Monitor and produce registration status reports.
Prepare onsite registration forms.
Produce pre-registrant badges, review registration rosters for accuracy and testing onsite badging systems.
Train and prepare SGIM staff and temporary staff in onsite registration processes.
Meeting Logistics (25%)
Assist with the creation of staging guide for annual meeting by setting up and maintaining session/event information in registration system and abstract management system.
Produce, pack and ship meeting materials (supplies, signage, badges, etc.)
Oversee installation and setup of registration desk and staff office at annual meeting.
Coordinate speaker logistics including invoicing and travel arrangements.
Schedules and coordinates meetings, events, and/or other similar activities, which may include coordinating travel and lodging arrangements, catering, onsite logistics and reimbursement.
Proactively seek methods to create operational efficiencies or improve the meeting attendee experience.
Assist with exhibits and sponsor support for annual meetings
Performs other job-related duties as assigned.
Qualifications, Knowledge and Skills
BA/BS degree (Hospitality/Meetings or Communications preferred), or at least 2-3 years’ experience in an administrative support role in a fast-paced environment.
Experienced supporting nonprofit or association meetings is preferred.
Experience with virtual or hybrid meetings is desired.
Comfortable using Microsoft (MS) Office products (Word, Excel, PowerPoint, Outlook, and Teams), Zoom, and ability to learn new technology and applications such as databases, social media platforms, mobile applications, and scientific abstract management systems.
Experience using an abstract management system and association management system desired.
Relentless attention to detail.
Timely, helpful, and accurate customer service, including email, telephone, and written communications.
Demonstrated ability to maintain high level of professionalism with the ability to work with all levels of the Society’s leadership, staff, and members.
Consistently positive attitude with effective customer service skills with the ability to interact with a diverse group of internal and external customers.
Ability to remain flexible and calm while multitasking in a fast paced, deadline driven environment.
Strong organizational and time management skills, highly motivated, service oriented, ability to work independently as well as in a team environment.
Ability to travel as necessary (10%)
Position is currently primarily remote with occasional required in-office time. Office is located in Old Town Alexandria, VA.
The Society of General Internal Medicine is a member-based internal medical association of over 3,300 of the world’s leading academic general internists, who are dedicated to improving the access to care for all populations, eliminating healthcare disparities and enhancing medical education. SGIM's mission is to cultivate innovative educators, researchers, and clinicians in academic general internal medicine, leading the way to better health for everyone. The members of the Society advance the practice of medicine through their commitment to providing comprehensive, coordinated and cost-effective care to adults, educating the next generation of outstanding physicians, and conducting cutting-edge research to improve quality of care and clinical outcomes of all patients.
SGIM's mission is to cultivate innovative educators, researchers, and clinicians in academic general internal medicine, leading the way to better health for everyone
-- High-value, evidence-based, person-centered, and community-oriented health care
-- Attention to population health outcomes and their social determinants
-- Excellence, innovation, and leadership in education, research, and clini...cal practice
-- Interdisciplinary collaboration and team-based care
-- Collegiality, mentorship, and career development
-- Diversity, equity, and inclusion
See if our vision and values align with yours at https://www.sgim.org/about-us/vision--values