Meetings and Registration Coordinator

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Please upload either a word or PDF version of your cover letter for this position.
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I certify that all the information submitted by me is true and complete, and I understand that if any false information, omissions, or misrepresentations are discovered, my candidacy may be rejected and, if I am employed, my employment may be terminated at any time. I authorize the American Academy of Orthopaedic Surgeons (AAOS) to conduct employment reference checks. I understand that I may request that AAOS share with me the nature and substance, but not the source of the information so provided.

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You are a collaborative team member with drive and passion for delivering an exceptional experience. Your superior skills in organization, communication and time management are unparalleled. Flexing your multi-tasking meeting planning and registration skills, reliability and being known as the go-to is what makes you tick. You are extremely technologically savvy, cooperative, supportive and live and breathe a “can do” attitude. You have high energy, confidence, and radiate credibility with all levels in an organization, and its members.  

If this sounds like you, please read on!  

Responsible for coordinating logistics and contracting of key Academy meetings and CME courses.  Works closely with staff liaisons. Negotiates contracts, coordinates catering, AV and room sets. Assists with site selection, room block management and meeting space assignment. Coordinates Annual Meeting staff housing, Orthopaedic Society meetings event space and various special events. Coordinates NOLC and Fall Meeting registration.

Responsible for coordinating logistics of CME Courses and miscellaneous offsite AAOS meetings. Negotiates and manages hotel contracts-- securing meeting space and hotel rooms for CME courses and events based on submitted meeting request forms.   Creates and maintains meeting history of initial and final sleeping room blocks, meeting space, food & beverage and audiovisual requirements and AAOS revenue generated at each hotel.  Assists with site selection.  Develops BEOs, schedules catering and audiovisual equipment, confirms guarantees, prepares rooming lists as needed, reviews and reconciles invoice and assists with budgeting.

In conjunction with team members, annually conducts a training session for staff liaisons.   

Coordinates Annual Meeting staff housing.  Develops and manages room blocks with appropriate room types. Recommends staff hotels based on location and comp and staff rated room availability.  Coordinates housing website development with housing bureau. Communicates with directors, lead staff and staff attending the meeting. Assists staff with reservations as needed.  

Coordinates all registration for National Orthopaedic Leadership Conference and Fall Meeting from inception to final reports including  invitations, badges, follow-up with attendees, coding housing/billing of reservations and onsite registration. Produces final reports and keeps history of registration numbers by category.

Responsible for collecting all Orthopaedic Society Meetings and Annual Meeting event requests, meeting space selection, room assignment, providing hotel contacts and preparation of documentation for AAOS Specification guide and final program.

Responsible for New Member Luncheon, International Presidents’ Breakfast, Guest Nation Reception and PAC Luncheon logistics prior to and during Annual Meeting.

TRAVEL:                     

Approximately 17-20 days per year  

QUALIFICATIONS:

Required:       

  • Associate’s degree and relevant experience
  • 3 - 5 years of Meeting Planning Experience
  • Strong interpersonal skills with ability to collaborate and work effectively with various teams, strengthening relationships to achieve best possible solutions, fostering a cooperative work environment
  • Strong project management experience and ability to manage on-going multiple priorities
  • Possess strong attention to detail and excellent organizational skills
  • Flexibility and adaptability to changing work environment
  • Proficiency in MS Office products
  • Knowledge of Personify a plus

Desired:          

  • Association experience
  • Experience with volunteers
  • Hotel contracting experience  

If this describes YOU, please apply by sharing the following:   

-Clearly communicate why you are the ideal candidate for this role, providing specific examples and experiences as proof points.

-Attach your resume, cover letter and any additional materials that support your application.       


Location: Rosemont, IL
Apply for this Position Job code: HR/MRC
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