American Academy of Otolaryngology-Head and Neck Surgery
Location: Alexandria, Virginia
Type: Full Time (Remote & In Office)
Telecommuting is allowed.
The Coordinator, Exhibit and Sponsorship Operations reports to the Senior Manager, Exhibits and Sponsorship Operations
Bachelor’s or Associate degree and at least 2+ years of relevant work experience preferred. Past association management experience and proven experience working with healthcare professionals, scientific or medical meetings a plus. Fundamental knowledge of association tradeshow operations. Experience with exhibitor and registration software programs; experience with Cadmium and iMIS a plus. Computer proficiency in Microsoft Office Suite. Excellent customer service, problem-solving and organizational skills with ability to work independently as well as part of a team are expected.
Excellent written and verbal communication skills required.
Manage communications with new and existing exhibitors
Prepare/finalize exhibition contracts for annual meetings
Work with the Senior Manager of Sponsorship Operations and the general services contractor to produce the Exhibitor Service Kit, distribute the kit to exhibitors, and field follow up questions.
Communicate contract and payment deadlines with exhibitors. Follow up with exhibitors who do not meet deadlines.
Serve as the exhibitor registration liaison to the registration company. Coordinate with AAO-HNS meetings team to provide information on all exhibitors including contact information, comp registration, etc.
Basic accounting. Coordinating with Finance and Accounting on accounts receivable. Preparing regular invoices for all outstanding payments.
Assist in the development of exhibitor rules/regulations, policies/guidelines, and program specific official forms and documentation for multiple years in various cities across U.S.
Updating sales tracking document on a regular basis to be shared internally with other departments.
Coordinate with Senior Manager Exhibit Operations on booth floorplan design, show floor assignments, and develop excellent exhibitor relationships.
Coordination with Communications and Marketing for all marketing campaigns and strategies for exhibitions.
Produce exhibit program reporting data to include percent sold, heat maps, etc.
Creation and collection of post-event exhibitor and sponsor survey
Cultivate a climate of business trust and partnership to ensure continued and long-term viability of the major meetings by timely response to all emails, phone calls, etc.
Travel to major meetings where necessary, to support Show Management with onsite exhibitor care and assisting front line registration team; help with training and support temp staff in on-site applicable registration and exhibit program procedures. Work to positively resolve exhibitor and member questions.
Provide office operations support; aid in planning new or unanticipated events as the need arises. Generate correspondence, and a variety of other documents as needed.
Consistently demonstrate courteous, cooperative, and helpful behavior to all contacts, internal and external
Duties and responsibilities may be added, deleted, or changed at any time at the discretion of management, formally or informally, either orally or in writing
Approximately 10% travel will be required. 7-10 days out-of-town travel for Annual Meeting plus site visits to future meeting destinations.
Please submit your resume, cover letter and salary expectations through one of the following options (applications without this information may not be considered).
Email: Attach a Word document or copy and paste your cover letter and resume.
Mail: AAO-HNSF, 1650 Diagonal Road, VA 22314-2857 Attention: Human Resources
About American Academy of Otolaryngology-Head and Neck Surgery
The American Academy of Otolaryngology – Head and Neck Surgery http://www.entnet.org one of the oldest medical associations in the nation, represents around 12,000 physicians and allied health professionals who specialize in the diagnosis and treatment of disorders of the ears, nose, throat, and related structures of the head and neck. The Academy serves its members by facilitating the advancement of the science and art of medicine related to otolaryngology and by representing the specialty in governmental and socioeconomic issues. The organization’s mission is “Empowering otolaryngologist-head and neck surgeons to deliver the best patient care.”We take pride in our excellent benefits package offered to eligible employees, which includes medical, dental, and vision coverage. We also provide short and long term disability insurance, life insurance, flexible spending accounts, 403(b) retirement plan, credit union membership, five weeks of PTO, and nine holidays, compressed work schedules and flexible scheduling. We offer a business casual dress environment, free parking, commuter benefits, and walking distance to the King Street Metro. We are proud to be an equal opportunity employer.