Meeting Logistics and Events Specialist

Responsibilities

• Lead planning, coordination, execution, and documentation of major COT meetings, including Clinical Congress activities, the COT Annual Meeting/ATLS Global Symposium, and the TQIP Annual Conference.
• Manage meeting logistics by collaborating with internal ACS divisions, external organizations, and vendors to ensure operational alignment and quality execution.
• Cook up business development logistics, standardized processes, and stakeholder communications to support meeting efficiency and consistency.
• Provide committee and participant support, troubleshoot logistical challenges, and oversee dissemination of communications across diverse constituencies.
• Maintain accurate calendars, leadership assignments, and travel coordination for COT-related activities and external meetings.

Requirements

• Required Education and/or Experience:
• Bachelor’s degree from an accredited college or university required.
• Minimum of 4+ years of progressively responsible experience in meeting planning, program management, and event logistics, preferably within healthcare, medical association, nonprofit, or membership-based organizations is preferred.
• Demonstrated experience managing complex meetings, conferences, board or committee activities, including virtual, hybrid, and in-person events.
• Proficiency with Microsoft Office Suite (Word, Excel, PowerPoint, Outlook), virtual meeting platforms (e.g., Zoom, Microsoft Teams), and meeting/event management applications.
• Excellent written and verbal communication skills, including the ability to draft professional correspondence and effectively interact with senior leadership, volunteers, vendors, and external stakeholders.
• Strong organizational, critical thinking, and problem-solving skills with exceptional attention to detail.
• Proven ability to manage multiple priorities, meet deadlines, and adapt in fast-paced, dynamic environments.
• Ability to work both independently and collaboratively across teams while maintaining a high level of professionalism and customer service.
• Willingness and ability to travel as needed and support occasional evening and weekend meetings or events.

Qualifications

• Comprehensive Benefits:
• Vacation, personal, and sick hours including 13 paid holidays per year
• Tuition Reimbursement
• Medical — comprehensive coverage through BlueCross BlueShield
• Dental, Vision, and Prescription drug program
• 403(b) Matching Program
• Pension Plan
• Flexible Spending Medical/Dependent Care
• Employee Assistance Program
• Short Term/Long Term Disability
• Life Insurance
• Domestic Partner Coverage

Skills

• Meeting Planning
• Program Management
• Event Logistics
• Virtual Meeting Platforms
• Meeting/Event Management Applications
• Communication Skills
• Organizational Skills
• Problem-Solving Skills
• Attention to Detail
• Time Management
• Teamwork
• Customer Service

Benefits

• Comprehensive Benefits Package

Pay

The anticipated salary range for this position is $67,100 - $75,000 (commensurate with related experience).

Schedule

This is a hybrid role: 3 days per week in the office/2 days per week remote.