Are you looking to join a mission-driven organization where you can make an impact? The American College of Veterinary Internal Medicine (ACVIM) is the American certifying organization for veterinary specialists in cardiology, large animal internal medicine, neurology, nutrition, oncology, and small animal internal medicine. Career opportunities at the ACVIM offer employees the ability to work in service of our Board-certified veterinary specialist members and support our mission to be the trusted leader in veterinary education, discovery, and medical excellence. You’ll be joining a team that is dedicated, passionate and highly values working in a collaborative environment.
Position Overview
The Meeting Planner Specialist is responsible for planning, managing and executing all logistical aspects of ACVIM Advanced Continuing Education (ACE) in-person programs, leading day-to-day registration operations for the ACVIM Forum, managing onsite registration at the ACVIM Forum, and assisting with internal team meetings. This includes oversight of daily activities necessary to operate these areas of responsibility and working collaboratively with the education planning, marketing and sales teams. This position will support additional organizational needs around meetings and events as well as provide administrative support to the department. This individual will operate in a high-performing, collaborative team environment and will work with internal team members, other departments, suppliers, members, and other key stakeholders to maintain a positive and professional image for all aspects of the ACVIM. A knowledge of standard meeting professional concepts, practices, and procedures is required.
Essential Functions
Advanced Continuing Education (ACE) course responsibilities include:
- Project and timeline management
- Manages request for proposal (RFP) process for hotel and vendor selection
- Review’s hotel and vendor proposals and contracts, and negotiates concessions and contract terms
- Prepares and manages logistical elements for individual course budgets
- Negotiates contracts, manages housing blocks, pick-up, and cut-off dates
- Facilitates speaker contracting and manage speakers’ logistical needs, collection of speaker deliverables, and processing of payments
- Sets up and manages course registrations, respond to inquiries, maintain registration data, weekly reporting, process registrations, and reconcile final registration accounting with finance team
- Assists with monitoring the Learning@ACVIM.org email inbox and provide timely responses
- Prepares and updates logistical content for websites
- Coordinates logistics including housing, set up, function sheets, audio-visual, food and beverage, transportation, signage, attendee materials preparation, sponsor support, lab equipment, off-site dinners, shipping, and other requirements
- Reviews marketing materials, communications, and timelines
- Programs course evaluations and assists in synthesizing the data for post course reporting
- Manages all onsite logistics, as needed
- Reviews, reconciles, and submits final billing for approval
- Prepares and distributes communications to meeting participants
- Responsible for post-meeting reporting including data analytics and follow-up
- Supports committee work and participates in planning/committee meetings and conference calls as needed
- Manages processes for attendees to claim CE, prepares all attendee materials, collaborates on communications, and ensure appropriate archival
- Maintains RACE CE information on ACVIM.org website for in-person ACE courses
ACVIM Forum responsibilities include:
- Collaborator for ACVIM Forum registration development
- Management of ACVIM Forum registration development
- Weekly Forum reporting
- Onsite management and training for ACVIM Forum registration
- Overseeing temporary staffing onsite and collaborating with vendors
- Participating in design and setup of ACVIM Forum registration site
- Assist attendees with daily registration questions by monitoring Forum@ACVIM.org and taking inquiry calls
Additional Meeting responsibilities include:
- Manages request for proposal (RFP) process for hotel and vendor selection
- Review’s hotel and vendor proposals and contracts, and negotiates concessions and contract terms
- Oversee logistical elements in alignment with meeting budgets
- Manages housing blocks, pick-up, and cut-off dates
- Coordinates logistics including housing, set up, function sheets, audio-visual, food and beverage, transportation, signage, shipping, and other requirements
- Reviews, reconciles, and submits final billing for approval
- Provide support to ACVIM Forum and ACE virtual learning programs, as needed
- Build and maintain positive relationships with all related professionals, staff, outside service providers, committee and board members, and other stakeholders
- Perform continual learning around current meeting planning trends to make recommendations for enhancements
- Performs a variety of administrative duties including preparing routine correspondence, scheduling meetings, phone coverage, and print and digital file maintenance
- Other duties as assigned
Minimum Qualifications
- Bachelor’s degree or equivalent work experience
- Minimum of 3-5 years’ experience in a professional society, membership organization or hospitality
Skills/Knowledge
- Exceptional written and verbal communication skills
- Advanced skills in use of all Microsoft Office modules and Adobe Acrobat Pro
- Strong track record of project and process management skills
- Ability to lead and delegate on multiple projects while maintaining focus on details required for individual assignments
- Familiarity with project management software
- Experience with AMS package or other relational database system
- Hotel contract negotiation experience
- CMP recommended
- Prior use of Cadmium, Nimble, Swoogo and/or Cvent preferred
Additional Qualifications
Consistently Demonstrates
- A discerning attention to detail and proficiency in working autonomously, setting priorities, and meeting deadlines
- A focus on internal and external relationship development
- Ability to define problems, collect data, establish facts, and draw valid conclusions
- Ability to extract essential information from multiple sources in order to take action or communicate relevant information
- Critical thinking in judgment, decision-making and communications
- Ability to communicate information efficiently and succinctly both verbally and in written form, both internally and externally
- Ability to work well under the pressure of meeting tight deadlines in a timely manner with discriminating attention to detail and proficiency in working autonomously and setting priorities
Personal Competencies
- Sets good examples for others, good role model
- Participates in continuous improvement efforts
- Considers the impact on the customer when making decisions
- Perform all assigned duties by exercising sound judgment, tact, diplomacy and discretion while assessing risk and maintaining strict confidentiality
- Consistently models the ACVIM commitment to a respectful, diverse, inclusive, and collaborative work environment and adhere to all policies and procedures, including but not limited to, attendance, conflict of interest and ethical responsibilities
- Maintains a strong knowledge of the organization's structure, policies and personnel to make administrative decisions, exercising independent judgment and discretion
- Ability to establish and maintain effective working relationships across the organization through strong interpersonal/internal customer service skills
Work Environment
- Ability to solve practical problems and deal with a variety of concrete variables in situations where only limited standardization exists. Ability to interpret a variety of instructions furnished in written, oral, diagram, or schedule form. The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
- The ACVIM team is comprised of employees in both the Denver Metro area and in various Colorado regions and states across the country. Work is currently primarily performed remotely, however, when possible and necessary, teams meet in person to build team relationships and conduct the business of the organization.
Physical Demands
- Must be able to remain in a stationary position for up to 20 minutes at a time
- Occasionally lifts or moves office products and supplies, up to 30 pounds
- Frequently operates a computer keyboard
- Frequently communicates with co-workers and members in an effort to collaborate and address inquiries. Must be able to exchange accurate information in these situations
- Rarely works in outdoor weather conditions
Other Job Details
Supervisory Responsibility
- This position has no supervision responsibilities.
Position Type/Expected Hours of Work
- This is a full-time, non-exempt (hourly) position. The hours worked are Monday through Friday, with occasional weekends as needed.
- The pay range is $28.00/hr - $30.00/hr
Travel
- National travel 5-7 times per year including one week, annually, in June for ACVIM Forum.
Total Rewards
The ACVIM is a 501(c)6 not-for-profit organization offering a competitive total rewards package that enables us to find the best individuals to join our team. We emphasize work-life balance, with new team members accruing 12 annual vacation days in the first year, in addition to a generous paid holiday schedule. Employees are provided with 10 paid days of sick leave. Other benefits include medical, vision and dental insurance with 100% coverage of employee premiums available, a 401k plan with employee match, the opportunity for flexible scheduling and a hybrid remote work environment.
The ACVIM provides equal employment opportunities to all employees and applicants for employment without regard to race, color, religion, national origin, sex, sexual orientation, gender identity, national origin, disability, genetic information, age, or any other status protected under federal, state, and/or local law.
To Apply:
Please email your resume and cover letter with your contact information to
jobs@ACVIM.org explaining why you are looking for a new position and why you think you'd be a great fit at the ACVIM. Please list “Meeting Planner Specialist” in the subject line