Conventions & Meeting Specialist

Title: Conventions & Meeting Specialist

Responsibilities

• Coordinate all logistical aspects of assigned meetings and events, including venue selection, vendor negotiation, room setup, catering, audio-visual services, and off-site entertainment
• Oversee the planning process from start to finish: managing contracts, travel logistics, and post-event invoice reconciliation
• Handle housing and registration needs for in-person events; manage travel arrangements for invited attendees as needed
• Support high-level organizational meetings such as board sessions, faculty-led lab courses, coding workshops, advocacy summits, and patient engagement activities
• Maintain accurate records in event management systems (such as Cadmium or similar platforms) and update internal scheduling and tracking tools
• Coordinate with other departments to provide planning support for large-scale annual conventions, including preparation of delegate materials and VIP accommodations
• Assist with meeting-related communications, scheduling, and customer service tasks

Qualifications

• Associate degree required; bachelor’s degree preferred
• 1–3 years of experience in event coordination, logistics, or hospitality management; CMP preferred but not required
• Proficient in Microsoft Office Suite, including Outlook, Excel, and PowerPoint; experience with Zoom and event planning platforms a plus (Cadmium, SwapCard, etc.)
• Exceptional attention to detail, time management, and verbal/written communication
• Able to work independently or within a team in a fast-paced, deadline-driven environment
• Willingness to travel and occasionally work evenings or weekends in support of events