Specialist, Conference Programs

About the role

The Specialist, Conference Programs will support the Medical and Scientific Relations team to execute operations across in-person, hybrid and virtual activities carried out under the Alzheimer's Association International Conference (AAIC) and related scientific meetings, under the direction of the Senior Director, Scientific Programs.

Responsibilities

• Support the planning, infrastructure and execution of AAIC's main program, preconferences, workshops, plenary sessions, and special events with internal and external teams.
• Aid the AAIC Scientific Program Committee (SPC) in project management of the invited, curated, and distinguished plenary and award programs annually.
• Develop agenda documents, operational checklists, run-of-shows, and manage scheduling for AAIC's key events and committees, ensuring timely communication and seamless on-site execution.
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• Support the smooth running of the scientific program on site, including timely collection of slides, poster exhibition setup and coordination, speaker preparation, and stage management.
• Serve as point-of-contact for on-site invited speakers, Conference Services team, and Scientific Programming teams.
• Operationalize MedSci events at external conferences, including exhibits, office space, refreshments, and meetings.
• Travel to select scientific meetings (internal and external) to support exhibitor activities and programming, including weekends and evenings as occasionally required.

Qualifications

• Bachelor's or Master's degree in a relevant field.
• 3 or more years of relevant professional experience in scientific meetings, conference management, or a related field.
• Exceptional project management, time management and organizational skills, with the ability to manage logistics and timelines for multiple meetings simultaneously, with special attention to attendee and speaker needs, requirements, and schedules.
• Strong proficiency in Microsoft applications and Google Suite, with robust experience in tracking large raw datasets in Excel / Google Sheets.
• Analytical skills to organize and handle large datasets from multiple internal sources.
• Experience and clear fluency using virtual meeting platforms and able to quickly adapt to and learn a range of technology interfaces, communication tools and project management platforms.
• Experience using customer relationship management (CRM) systems, meeting submission management technologies and electronic survey systems.
• Strong communication skills, with experience in producing high-quality written content for email correspondence, marketing materials and event scripting.
• Ability to communicate effectively and disperse clear information to speakers and conference attendees across all in-person and virtual events, verbally and via email, providing exceptional customer service.
• Ability to work effectively both independently and in a team environment, and in an agile manner.
• Strong interpersonal skills, with the ability to represent the Alzheimer's Association in a positive, professional manner to key opinion leaders and partners across a multitude of settings.
• Ability to travel throughout the US by plane and surface transportation, as well as internationally as needed.