Job Category: Full-Time /Exempt
Department: Meetings and Exhibits
Reports to: Meetings or Senior Meetings Manager
The American Association for Cancer Research (AACR), with more than 40,000 members residing in 120 countries, is the first and largest organization in the world dedicated to advances in all areas of high-quality, innovative cancer research. Its mission is to prevent and cure all cancers. The programs and activities of the AACR foster the exchange of new knowledge among scientists and physicians in the cancer field as well as in related biomedical sciences. AACR publishes eight peer-reviewed scientific journals and an award-winning magazine for cancer patients and their loved ones; convenes topical scientific conferences and an annual meeting that draws more than 22,600 participants; offers educational workshops that train young investigators in a variety of scientific and clinical areas; funds fellowships, career development awards, and research grants for both senior and junior investigators; raises public awareness of the progress in and reasons for hope in the biology, detection, diagnosis, treatment, and prevention of cancer; engages actively in advocacy for increased federal research funding and other national policies that accelerate progress against cancer; and interacts with regulatory agencies to support regulatory science and policy.
The Associate organizes and implements meetings logistics for AACR’s meetings, conferences, workshops, and the Annual Meeting to provide support to a manager. Manages all sign copy, orders and placement for the Annual Meeting, convention center and hotels. Additional functions include but are not limited to registration and housing processing, final bill reconciliation, hotel, venue and vendor request for proposals, on-site meeting support, and overall meeting setup responsibilities. The scope of work includes executing the established goals and objectives for all AACR Meetings, conferences, and/or event.
Major Duties and Responsibilities:
•Prepares the final reconciliation of payments due to vendors and hotels at the end of meetings, conferences and workshops under the guidance of a meetings or senior meetings manager.
•Assists in the preparation of budgets for meetings, conferences and workshops.
•Solicits services from vendors through the RFP process.
•Provides direct meeting management and administrative support to the Senior Director and/or Meeting Managers, utilizing effective administrative and communication skills, both written and verbal.
•Supports the Senior Director and/or Meeting Managers with work related to Special Conferences, Workshops, and the Annual Meeting.
•Manages all orders and placement of signage for the Annual Meeting.
•Provides additional support it needed at the convention center for the Annual Meeting.
•Coordinates the registration and housing for meetings, workshops and conference attendees, as assigned.
•Assists in the development of systems to manage registration and housing effectively and accurately. •Assists with participant travel arrangements, as required.
•Assist with travel arrangements for VIPs of assigned meetings as needed.
•Prepares appropriate correspondence, as needed.
•Coordinates speaker logistics and forms.
•Travels on-site with Senior Director and/or Meeting Managers to handle registration, housing assistance, meeting logistics, and overall meeting management support, as assigned.
•Aids attendees and speakers with their meeting, workshop and conference needs.
•Assists in the planning and execution of in-house meetings and events, as assigned.
•Assists in creating and maintaining timelines for all meetings, special conferences, workshops, and the Annual Meeting.
•Acts as liaison between the Meetings & Exhibits Department and all other AACR departments.
•Responsible for all assigned aspects for Senior Level and VIP Meetings.
•Assists in the preparation of post-meeting reports.
•Performs the essential functions of the position, and other duties as assigned.
•2-4 years’ experience in meeting planning and/or registration.
•Excellent writing and verbal communication skills.
•Excellent critical thinking and problem-solving skills.
•Knowledge of budgeting procedures.
•Ability to work independently with little oversight.
•Flexible and versatile.
•Excellent organizational skills, attention to detail and the ability to multi-task.
•Strong time management skills.
•Ability to maintain high level of professionalism with AACR members and co-workers.
•Excellent interpersonal skills.
•Willingness to work extra hours during conferences and peak periods.
•35% travel required.
•BA or BS degree
•Proficiency in Word, Excel and PowerPoint.
•Ability to learn and use iMIS and other membership and registration systems utilized by the Meetings & Exhibits Department.
How to Apply:
Please submit your cover letter, resume and salary expectations to:
American Association for Cancer Research
Human Resources Department
615 Chestnut Street, 17th Floor
Philadelphia, PA 19106
Fax: (215) 440-1045
Equal Opportunity Employer