Meetings Coordinator, AAAAI

CLIENT ASSOCIATION(s): American Academy of Allergy, Asthma & Immunology, AAAAI
POSITION REPORTS TO: Director of Meetings
DIRECT REPORTS: N/A
EMPLOYEE STATUS: Non-Exempt, Full-time (37.5 hours per week)
ROLE TYPE/LEVEL: Entry Level

 

 

CLIENT/DEPARTMENT OVERVIEW:
The American Academy of Allergy, Asthma & Immunology (AAAAI) is a professional medical society dedicated to advancing the knowledge and practice of allergy, asthma, and immunology. With more than 7,000 members worldwide, AAAAI supports education, research, clinical care, and advocacy to improve patient outcomes. Its work includes publishing leading scientific journals, hosting an annual scientific meeting, providing continuing medical education, advocating for issues impacting physician practice, funding research through its Foundation, and offering resources and tools for both clinicians and the public.
 
The Meetings Team of AAAAI orchestrates the logistical details of the Annual Meeting and all smaller meetings throughout the year. From the initial Request for Proposal (RFP) to final invoice reconciliation, we ensure each event runs seamlessly. Our responsibilities encompass all aspects of meeting management, including registration and housing coordination, meeting room arrangements, audiovisual and food and beverage services, signage, exhibits, sponsorship and vendor management. The same level of precision and dedication guides our support for smaller meetings, ensuring a consistently exceptional experience across all events.

 

JOB OVERVIEW:
Responsible for coordinating administrative functions for the AAAAI Annual Meeting including registration & exhibits as well as various logistics. Provide consistent, quality customer service while responding to inquiries to meeting attendees and exhibitors by phone or email. 

 

POSITION RESPONSIBILITIES (minimum of 37.5 hours/week): 

SKILLS AND QUALIFICATIONS:
Computer proficiency including Word and Excel, strong customer service, problem-solving, interpersonal, organizational, writing, and communication skills, high accuracy and attention-to-detail required.

 

EDUCATION/EXPERIENCE:  
1 year of meetings management experience; Bachelor’s degree preferred.

 

TRAVEL REQUIRED:  
Approximately 1 week per year. Exceptions are made due to physician-approved circumstances, based on AAAAI/EDI policy or supervisor discretion.

 

WORK ENVIRONMENT:
This is a full-time position located in our office in downtown Milwaukee, WI and a minimum of two days onsite in the office (including Wednesday as an all-staff-in-office day) are a requirement of the role.

 

PHYSICAL REQUIREMENTS:    
Must be able to move quickly from place to place and possibly move 25-pound boxes.

 

ADDITIONAL INFORMATION:
Travel to the Annual Meeting and participation in occasional early morning or evening conference calls is required.