Coordinator for Meetings & Education

About the job Coordinator for Meetings & Education

REPORTS TO: Senior Director of Meetings and Education

SUPERVISES: None

CLASSIFICATION: Exempt

LOCATION

The Obesity Society is seeking a Coordinator, Meetings and Education for our national office located in Rockville, MD. This position is primarily home-based. Periodic in-office work is required during peak event periods.

BACKGROUND

The Obesity Society (TOS) is the leading nonprofit, scientific, and medical association dedicated to the study, prevention, and treatment of obesity.TOS serves more than 2,800 researchers, clinicians, and allied health professionals and hosts the world's leading scientific meeting on obesity each year (ObesityWeek®). The Society is actively involved in research, advocacy, clinical care, education, and enhancing public awareness of obesity as a disease.

JOB SUMMARY

Reporting to the Senior Director of Meetings and Education, the Coordinator, Meetings and Education supports the planning, development, and execution of TOS meetings, conferences, webinars, eLearning activities, and other accredited and non-accredited educational programs.

Working closely with staff, volunteers, committee members, vendors, and external partners, the Coordinator manages administrative, logistical, and operational activities necessary to deliver high-quality in-person, virtual, and hybrid events. This role combines program coordination with hands-on administrative execution, including data management, communications support, and on-site logistics.

The Coordinator also supports evaluation, outcomes reporting, and compliance activities for TOS as an ACCME-accredited provider and handles information essential to the Society's educational and business processes. The ideal candidate is organized, service-oriented, detail-focused, technically capable, and able to thrive in a small, collaborative, primarily remote nonprofit environment.

KEY RESPONSIBILITIES

Program and Event Coordination:

• Coordinate logistical aspects of assigned meetings, events, and Continuing Medical Education (CME/CE) activities from planning through execution and close-out.

• Support the development and delivery of TOS' annual scientific meeting (ObesityWeek®), pre-conferences, workshops, webinars, and other educational programs.

• Assist in researching, securing, and managing vendors, ensuring cost-effective solutions and compliance with TOS policies and guidelines.

• Support planning and coordination of event details, including venues, catering, audiovisual services, staging, entertainment, and speaker logistics.

• Set up and manage registration for live webinars and in-person events.

• Attend events to assist with set-up, execution, and break-down, ensuring smooth on-site operations.

• Act as a point of contact for vendors, supporters, sponsors, speakers, volunteers, and attendees, providing responsive, professional customer service.

• Assist in budgeting, expense tracking, and post-event reconciliation.

• Support virtual event and webinar production, including coordinating content, preparing presentations, and providing basic technical support when needed.

• Work with Marketing and other team members to prepare digital communications and materials (save-the-dates, invitations, programs, slides, logistics materials) using TOS branding and design templates (e.g., Canva, PowerPoint, AI-assisted tools).

• Manage and maintain event- and education-related data across multiple systems and platforms, including association management systems, learning management systems, spreadsheets, and databases (e.g., Planstone, Fonteva, Oasis).

• Deploy program and event evaluations and assist with tabulation and analysis of results.

• Support preparation of program outcomes reports and activity-level reporting.

• Learn and apply Accreditation Council for Continuing Medical Education (ACCME) standards and TOS internal rules and procedures for CME and CE activities.

• Manage speaker communications and materials, including slides, recordings, disclosures, agreements, and forms.

• Process honoraria, hotel reservations, reimbursements, and other speaker or vendor payments in coordination with internal staff.

• Manage shared email inboxes related to meetings and events, responding to or routing inquiries in a timely manner.

• Keep projects and tasks current in project management software (e.g., Asana).

• Prepare, pack, and ship materials for events as needed.

• Update websites and event pages (currently WordPress).

• Update database and contact records related to meetings, speakers, sponsors, and educational activities.

• Perform other duties as assigned.

• At least three years of experience in administrative work, project coordination, and/or event or meeting support; experience with an accredited provider is preferred.

• Experience in event planning, meeting coordination, or educational program support preferred.

• Familiarity with CME or CE educational activities preferred.

• Experience using web-conferencing and virtual meeting platforms (e.g., Zoom, Microsoft Teams).

• Experience preparing reports, spreadsheets, presentations, and correspondence.

• Experience working independently and collaboratively in a fast-paced environment with multiple concurrent projects.

• High standard of professionalism and commitment to excellence.

• Strong sense of personal responsibility, accountability, and integrity.

• Patience, positivity, and respect when working with diverse internal and external stakeholders.

• Highly organized and capable of managing multiple priorities, deadlines, and moving parts.

• High-level written and verbal communication skills.

• Strong attention to detail and accuracy.

• Customer-service orientation and problem-solving mindset.

• Ability to work effectively and productively in a remote environment.

• Comfort collaborating with colleagues via Microsoft Teams and related tools.

• Proficient meeting and event coordination skills.

• Strong editing and proofreading abilities.

• Familiarity with evolving technology, including AI tools, video platforms, graphics tools, and data systems.

• Ability to lift up to 35 pounds (for preparing and shipping event materials).

• Flexibility to support occasional evening or weekend events.

• Microsoft Office Suite (Word, Excel, PowerPoint, Outlook)

• WordPress or similar content management systems

• Canva and/or other WYSIWYG design tools

• Zoom or similar webinar platforms

• Learning management systems and association management systems (e.g., Planstone, MemberSuite)

• Project management tools (e.g., Asana)

• Nonprofit association experience.

• Live and virtual event production experience.

• Basic design or layout skills.

• Knowledge of email marketing fundamentals.

• Experience using SharePoint, Microsoft Teams, or data visualization tools (e.g., Tableau).

• One week of travel annually to the ObesityWeek® conference (typically early November).

• Possible additional domestic travel for in-person events; dates are generally known in advance to support work-life balance.

• Medical, dental, vision, disability, and life insurance

• A robust retirement plan with employer match and automatic contribution

• Paid Time Off (PTO) (e.g., vacation, personal, sick, holidays)

• 35-hour standard work week, with flexible start and end times

• As a mark of our commitment to employee well-being, we also offer an employee assistance program, employee wellness program and telemedicine, and medical consultation.