Job Description

Position Summary:

We are seeking a detail-oriented and proactive Events Planner/ Coordinator to support the events team in planning and executing 8-10 events annually. This role requires strong administrative skills, multitasking ability, and a high level of initiative to manage event logistics and processes efficiently. The ideal candidate is a team player with a positive, can-do attitude, excellent interpersonal skills, and a commitment to providing outstanding customer service. They will assist in event coordination, handle administrative tasks, and build strong relationships with internal and external stakeholders to ensure seamless event execution.

Essential Job duties & Responsibilities:

• Manage Abstract Management System
• Handle all Speaker communications pre and post event
• Work with Event Managers and outside vendor to implement and test registration system for all events
• Run, build, and update Speaker and Registration reports weekly and by request
• Create and manage onsite materials – Session Chair packets, technical program signs, speaker certificates, author biographies, room monitor schedules
• Travel to events to provide onsite support as directed by Event Manager
• Support event manager on vendor schedules, event specs and event planning
• Research or RFPs as requested for sites, A/V, transportation, temporary staff, security etc. Manage temporary staff while onsite.
• Work with production to develop the proceedings and extended abstracts
• Develop copy for final program and show directory
• Administer VISA letter for attendees and exhibitors
• Manage PO process and vendor payments with finance
• Support Exhibit Manager as needed with service manuals, surveys, reporting
• Ensure website copy is accurate and provide updates as needed
• Set up all conferences in the organization’s CRM (Salesforce), ensuring accurate and timely input transfer of event data and attendee records from registration company.
• Coordinate with mobile app vendor on event app setup, including content uploads, speaker/session listings, push notifications, and user engagement features

Required Qualifications:

• At least 3 years’ experience with office administrative management.
• Willingness to travel domestically and internationally for events.
• Ability to work collaboratively with all Events staff as well as with interdisciplinary teams.
• Excellent attention to detail.
• Proficiency with Microsoft Office programs, including word, Excel, PowerPoint, and Outlook.
• Must be able to anticipate project needs, discern work priorities, and meet deadlines with little supervision and multitask.
• Excellent communication skills, including writing, proof reading skills, and speaking.

Preferred

• Association experience or background preferred.
• Bachelor’s degree preferred; significant work experience can substitute for the degree.
• Strong customer service skills and relationship-building ability.
• Enthusiastic and professional approach to event planning and coordination.

Benefits offered:

• 10 vacation days to start, follows anniversary year, 40 hours rollover
• Business shutdown Christmas to New Year
• 2 personal days to use in a calendar year
• 5 days sick leave
• Paid annual holidays as per holiday calendar
• Medical insurance with an option to select PPO or HSA plan, Dental Insurance & Vision Insurance
• Life insurance; and short- and long-term disability benefits. 100% paid by ASM.
• 401k plan, employer match begins after 1 year of service and max at 3%
• Tuition assistance
• Hybrid work schedule
• Annual company employee events

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