Meetings Coordinator

Are you interested in starting your career as a Meeting Planner? Do you want to join a mission-driven organization that makes a difference in the U.S. healthcare landscape? ASTRO is the premier radiation oncology society in the world, with more than 10,000 members who are physicians, nurses, biologists, physicists, radiation therapists, dosimetrists and other health care professionals who specialize in treating patients with radiation therapies. These medical professionals make up the radiation therapy treatment teams that are critical in the fight against cancer. Together, these teams treat more than one million cancer patients each year. Reporting to the Assistant Director of Meetings, the Meeting Coordinator is part of a larger meeting planning team and will provide logistical support in facilitating the planning of the Society's Specialty Meetings, Annual Meeting and pop-up meetings. ASTRO hosts both virtual and in-person meetings throughout the year. NOTE: The position is based in Arlington, VA at ASTRO's headquarters. The position is eligible for immediate telework up to 2x/week. All employees must be fully vaccinated as a condition for employment. At this time, masks are required in the office unless at personal workstations and at all times during live in-person meetings. Major responsibilities will include: Specialty Meetings Assists in managing registration for ASTRO's Specialty Meetings which include the development of the registration fee structure and reports, the creation and maintenance of registration websites, troubleshooting registration issues and providing on-site registration assistance. Main point of contact for meeting logistics associated with Advocacy Day and Coding Seminar. Responsibilities include site selection, contract negotiations, registration and housing, meeting publications, meeting room setup, food and beverage, audio visual equipment, transportation, off-site events, reconciliation of bills and adherence to the meeting budget. Coordinates exhibit sales for Specialty Meetings. Duties include but are not limited to working with third party vendors, show hotel personnel on the design and layout of the exhibit floor plan, marketing the Exhibit Hall and recruiting exhibitors, responding to and facilitating exhibit