The Transplantation Society (TTS) is searching for a Meetings Coordinator for its International Headquarters in downtown Montreal, for a contract of 12 months (September 2015 to August 2016). TTS is a not-for-profit organization providing focus for global leadership in the field of transplantation on the development of the science and clinical practice, scientific communication, continuing education and guidance on the ethical practice.
The Meetings Coordinator will assist more senior staff, primarily but not exclusively those focused on the organization of meetings and congresses to ensure their operational and financial success.
The congress team, headed by the Director of Meetings, is responsible for the planning and delivery of one international congress of 5,000 participants (the 2016 congress will be held in Hong Kong), 6 to 9 congresses of 150-700 participants, as well as several smaller expert meetings, over each cycle of two years.
- Coordinating team meetings, take and distribute notes
- Making travel itineraries for senior staff; confirming travel arrangements and collating trip documents
- Typing site inspections/meetings and trip notes
- Creating and maintaining document templates
- Managing meeting supplies inventory; placing orders for or purchasing meeting supplies as needed
- Preparing meeting supplies for shipping and onsite use
Registration and Program Management
- Data entry and database maintenance
- Receipt and processing of manual registrations and speaker forms
- Ongoing email and phone monitoring and client servicing
- Creating or updating meeting logistics document under the supervision and guidance of Meeting Managers and Director of Meetings
- Carry out promotion/marketing and communication activities related to meetings on the internet, social media and in print.
- Assisting MMs in developing and distributing meeting materials for participants and speakers
- Coordinating speaker needs for housing, travel, etc.
- Assembling notes and data to assist in creation and updating of final report
- Developing drafts for attendee communications in collaboration with MMs: registration confirmations, event reminder, final logistics, welcome letters, reimbursements, etc.
- Assisting MMs in delivering CME requirements such as collecting speaker disclosures, creating or updating needs documents, collating evaluation results, etc.
- Making signs and material for onsite
- Data entry as needed
- Coordinating meeting committee teleconferences (timing, system, invitations); attending some teleconferences and provide support
- Undertake all other tasks required and assigned by the Director of Meetings.
- Must have completed a College or undergraduate University degree in event management, international management, business administration, communication, project management, a hospitality program, or similar.
- This position requires at least 2 years of experience in supporting the organization of meetings and congresses.
- Candidate must have participated in the planning of at least one scientific or medical congress. Specifically, direct experience in the following areas is a strong asset: event logistics, working with registration/abstract management systems, and exhibit coordination.
- Must possess a mastery of English, with excellent verbal and written communication skills. Knowledge of French is an asset.
- Must reside in Montreal at time of hire or be willing to relocate to Montreal within two weeks.
- Excellent interpersonal skills. Ability to work harmoniously within a team, and independently as needed.
- Ability to work well under pressure and meet set deadlines.
- Good organizational, time management and prioritizing skills.
- Experience with meeting marketing activities, communication channels and social media an asset.
- Work experience in foreign countries is an asset.
- Good computer skills (ideally in a Mac environment); superior knowledge of Word, Excel and database interfaces is required.
- Availability to work flexible hours if required during “rush” times.
What we offer:
- Salary commensurate with responsibilities and experience and full benefits.
- The opportunity to contribute to an organization that has a significant impact on people’s lives.
- Working in a small dynamic team and learning new skills in meetings management.
- The opportunity to contribute to international projects and work with passionate professionals in the transplantation field from all over the world.
Please submit a letter introducing yourself and a CV with 2 references and contact information (telephone and email) before August 28th 2015 at 23h59, to Geneviève Leclerc, CMP, Director of Meetings.
Interviews will be conducted September 1-4, 2015 during business hours at our Montreal International Headquarters office, and start date would be by or before September 14th, 2015.