Meetings Associate

The Meetings Associate organizes and implements meetings logistics for AACR’s meetings, conferences, workshops, and the Annual Meeting to provide support to a Meetings Manager. Additional functions include, but are not limited to, registration and housing processing, final bill reconciliation, hotel, venue and vendor request for proposals, on-site meeting support, shipping, badge creation and overall meeting setup responsibilities.

• Prepares the final reconciliation of payments due to vendors and hotels at the end of meetings, conferences, and workshops under the guidance of a meetings or senior meetings manager.
• Assists in the preparation of budgets for meetings, conferences, and workshops.
• Creates events and manages registrations through Salesforce.
• Solicits services from vendors through the RFP process.
• Provides administrative support to the senior leadership of the Meetings and Exhibits Department.
• Supports the Vice President, Senior Director of Meetings, Director of Exhibits, Senior Meetings Managers and Meetings Managers with work related to Special Conferences, Workshops, and the Annual Meeting.
• Provides additional support as needed at the convention center and/or hotels for the Annual Meeting.
• Coordinates the registration and housing for meetings, workshops, and conference attendees, as assigned.
• Assists in the development of systems to manage registration and housing effectively and accurately though.
• Assists with participant travel arrangements, as required.
• Assist with travel arrangements for VIPs of assigned meetings as needed.
• Prepares appropriate correspondence, as needed.
• Coordinates speaker logistics and sends confirmation letters.
• Travels on-site with Directors and/or Meeting Managers to handle registration, housing assistance, meeting logistics, and overall meeting management support, as assigned.
• Aids attendees and speakers with their meeting, workshop, and conference needs.
• Assists in the planning and execution of in-house meetings and events in the AACR Conference Center, as assigned.
• Assists in creating and maintaining timelines for all meetings, special conferences, workshops, and the Annual Meeting.
• Acts as liaison between the Meetings & Exhibits Department and all other AACR departments.
• Assists in the preparation of post-meeting reports.
• Performs the essential functions of the position, and other duties as assigned.

• 1-2 years experience in meeting planning and/or registration.
• Excellent writing and verbal communication skills.
• Excellent critical thinking and problem-solving skills.
• Flexible and versatile.
• Excellent organizational skills, attention to detail and the ability to multi-task.
• Strong time management skills.
• Ability to maintain high level of professionalism with AACR members and co-workers.
• Excellent interpersonal skills.
• Willingness to work extra hours during conferences and peak periods.
• 35% travel required.

Education and Training:

• BA or BS degree required

Computer Knowledge:

• Proficiency in Word, Excel, and PowerPoint.
• Ability to learn and use Salesforce and other membership and registration systems utilized by the Meetings & Exhibits Department.

How To Apply:

Please submit your cover letter, resume and salary expectations.

Equal Opportunity Employer