Description

REPORTS TO: Director, Global Events and Corporate Partnerships
 

This is a full-time, non-exempt position that provides support to the Global Events department and handles various administrative duties. This detail-oriented, support position is critical to the success of the Society’s in-person events. This position requires an organized individual with strong project management, critical thinking, communication, calendar and time management skills and the ability to work in a flexible environment. The Event and Speaker Coordinator is responsible for supporting the Event Manager and the event logistics team and for managing technology services to support registration, attendee experience and speaker management/logistics.

Key relationships:          

• Event Logistics Team
• Sponsorship and Exhibition Team Marketing Communications Team
• Speakers and Volunteer Leadership
• Facility Partners, Service Providers and Independent Contractors 

Essential Duties and Responsibilities

Event Technology 

• Support deliverables for event technology related to SLAS events, including mobile app, itinerary builder, registration services, speaker management system and poster gallery.
• Administrative, project coordination and operational duties associated with event technologies including:
  • Project timeline updating and tracking.
  • Set up, testing and launch.
  • Customer service.
  • Ongoing reporting within report templates and new template creation as needed.
  • Scheduling, agenda creation, notes tracking and follow up of ongoing meetings regarding registration (internal and with external service partners).
  • Coordination onsite at SLAS events.
  • Supplies ordering including badges, tickets, ribbons, etc…
  • Other support functions as needed.

Speaker Coordination

• Serve as main contact for selected and confirmed speakers, poster presenters and short course instructors for all Society in-person events, including:
• Set up and distribution of speaker confirmations and ongoing communications.
• Set up of speaker resource center, including data information and collection tasks.  
• Coordination of speaker hotel and travel, registration tasks with event logistics team.
• Coordination of individual presentation scheduling within the event template and for display in all official program materials.
• Maintain master schedule of presentations and ensure accuracy.
• Set up, collection and distribution of course materials as appropriate.

Program Logistics 

• Set up and serve as main contact for all logistics supporting podium presentations, poster presentations and short courses for all Society in-person events including:
  • Set up of presentation management software/system with AV company.
  • Oversight of the speaker ready room onsite.
  • Oversight of all room counts including counting rooms and maintaining master count tallies.
  • Ensure all room set ups are appropriate to session format.
  • Oversight of poster presentation schedule, numbering and set up onsite.
  • Creation and distribution of pre-event reminders and emails to speakers.
• In the event onsite coverage is not needed, the above will be coordinated remotely to support the live event.

Event Logistics

• Contribute to in-person Society events, committee, Board of Directors and professional team meeting logistics planning.
• Provide onsite support for Society events.
• Coding of invoices according to budget.
• Scheduling, invitation tracking and agenda creation for team planning meetings. 

Housing & Travel Coordination

• Coordination of speaker, staff, contractor and VIP booking instructions, procedures, reservations and reporting.
• Set up and ongoing updates to housing pick up reports.
• Set up of travel groups, accommodations, and distribution of booking instructions.

Requirements

Required Knowledge, Skills and Abilities

• Excellent written and verbal communication skills.
• Excellent customer service and relationship skills.
• Strong attention to detail.
• Ability to work on mutiple projects concurrently.
• Ability to maintain positive relationships over time.
• Strong organization and project management skills.
• Experience with online registration technology (Cadmium, CDS, etc…).
• Experience with online speaker management and logistics technology (Cadmium, Airtable, FileMaker, etc…)
• Experience using project management software (Teamwork.com, etc...).
• Knowledge of association management systems (iMIS, etc…).
• Solid mastery of Microsoft Office Suite including Word, Outlook, Excel and PowerPoint.

Education and Experience

• Previous event planning experience required.
• Previous association experience preferred.
• Bachelor’s Degree or level of experience that meet job qualification requirements.
• International experience preferred.

Additional Considerations

SLAS employs a highly efficient, well-functioning virtual business model that comprises a core team of professionals. With the flexibility of a non-traditional workplace, SLAS employs individuals who are knowledgeable professionals who possess these essential characteristics and attributes:

• Achievement Oriented
• Disciplined
• Experienced
• Intuitive and Abstract Thinker
• Self-Directed
• Talented
• Team Oriented
• Technology Savvy

Estimated Travel

Subject to change, this position requires international and domestic travel up to 10-15% annually.

Why SLAS?

• Competitive pay in line with association industry standards.
• Generous PTO with immediate accrual up to 120 hours per year in the first year of employment.
• 401K plan with 4% employer match.
• Fully remote work environment with the option to work from an office in Oak Brook, IL if local.
• 9 paid holidays plus Winter Break closure and Summer Hours annually.
• Medical, vision and dental insurance with employer contribution.
• Access to Health Savings Account.
• Access to professional development fund.

This job description describes the general duties and responsibilities of the position. It is not a complete list of duties, and the professional team member may be required to take on additional duties and responsibilities required by the needs of the Society. Benefits are subject to change.