Coordinator, Meetings and Corporate Partnerships

Company: Convention Industry Council - CIC
Location: Odessa
Posted on: April 1, 2025

Job Description:

Position Summary:The Coordinator, Meetings and Corporate Partnerships for the Society for Maternal-Fetal Medicine (SMFM) assists with all aspects of planning and implementing SMFM's onsite educational courses and associated exhibitor and sponsorship support and fulfillment tasks.The ideal candidate for this position is a creative, adaptable, and detail-oriented professional with strong organizational skills and a proactive mindset. They should possess exceptional communication and writing abilities, outstanding customer service skills, and the ability to engage effectively with management, colleagues, partners, and members both individually and in group settings.This role is well suited for a mission-driven, dynamic, and highly productive individual who thrives in a fast-paced environment. The candidate should demonstrate strong problem-solving and project management skills, the ability to work independently under pressure to meet deadlines, and a commitment to always maintaining the highest level of professionalism.Roles & Responsibilities Exhibit and Sponsorship Support

• Application Management: Assist with online database input of exhibit applications/information, sponsorship applications/information, invoices, and payment processing.
• Exhibitor Benefits Fulfillment: Timely response to all exhibitor inquiries and requests, including but not limited to supporting exhibitor's use of the exhibitor portal, mailing list, industry supported events list and lead retrieval list fulfillment.
• Sponsorship Fulfillment: Assist the Senior Director, Meetings and Corporate Partnerships in ensuring the successful fulfillment of all sponsorship benefits. Responsibilities include, but are not limited to, managing requests for digital and print advertising opportunities, coordinating mobile app and microsite advertisements , securing sponsor logos, and required assets in the specified formats, and assisting in the preparation of sponsorship reports and post-event analytics.
• Exhibitor Registration Support: Set-up, test and create all instructions for exhibitor registration; manual processing exhibitor registrations, as necessary.
• Exhibitor Communications: Compose correspondence relating to exhibit approvals, denials, registration, and requests for additional information on SMFM procedures. Lead the creation and distribution of the monthly exhibitor newsletter.
• ICW Application Management: Process exhibitor ICW (in conjunction with)/Affiliate meeting space applications and process payments in consultation with meeting coordination and accounting staff.
• Meeting Materials: Compile exhibitor descriptions for the meeting program book and ensure proper attribution for sponsored events in all digital and printed meeting materials, including meeting signage.
• Exhibitor Contractor Liaison: Serve as a secondary contact for official exhibit contractors (i.e., installation/dismantle, audio visual, florist, and security companies).
• Internal Exhibitor Liaison: Jointly with the Senior Director, Meetings and Corporate Partnerships, serve as the staff liaison to the Exhibitor Advisory Committee (EAC), responsible for meeting invites, quarterly meeting agenda, website updates/edits, correspondence with committee members/stakeholders.
• Onsite Support: Provide backup onsite exhibits management/floor manager assistance and staff exhibitor registration desk, as necessary.
• Database Support: Add new companies to exhibitor prospect database and add exhibiting companies to exhibitor portal. Support the Senior Director, Meetings and Corporate Partners with online research for new Maternal-Fetal companies for the exhibitor/sponsorship prospect database.
• Administrative Support: Provide general administrative support to the meetings team. The position works collaboratively across the Marketing Membership and Meetings teams to ensure the effective fulfillment and management of deliverables related to exhibitors and sponsors.Meeting Logistics Support
  • Onsite Meeting Support: Provide onsite logistics, registration, and exhibitor support and coordinates external activities as needed.
  • Faculty Support: Coordinate course faculty, including communicating deadlines, collection of faculty information, course presentations, and expense report reimbursement.
  • Materials: Produce/order, pack, and ship meeting materials, maintaining inventory of meeting supplies, collateral, and coordinate replenishment, as necessary.
  • Hotel: Manage room blocks and subblocks ensuring all faculty, staff, vendors, and VIPs are accounted for.
  • Vendor/City Research: Support the RFP process for small vendors including photographers, first aid, security, temporary staff, branded collateral, and offsite activities. RFP support for the Pregnancy Meeting, included and not limited to creation and comparison of reports for future venue and city options.
  • Communications: Draft and review faculty, attendee, and exhibitor email communications.
  • Develop and manage meeting schedule and calendar, and communicate milestones and deadlines to internal staff, committee members and third-party vendors, as necessary.
  • Additional Benchmarking projects will include tracking other like societies/associations, comparison/matrix of speaker benefits, exhibitor rates, dates, sponsorship information and other information.Desired Qualifications and Other Requirements:
    • Bachelor's degree and 1-3 years of experience as a meeting planner or administrative support; non-profit medical association experience preferred.
    • Exceptional written, oral, interpersonal, and organizational skills.
    • Knowledge of association management systems (AMS) and the Cadmium suite of event technology software a plus.
    • Proficient with Microsoft Office Suite (Word, Excel, Outlook, PowerPoint) with expertise in Excel.
    • Ability to work well on your own, troubleshoot and resolve issues independently.
    • Well-organized and able to prioritize inquiries and requests.
    • Strong collaborator; conducts and maintains collegial relationship with staff and members; has flexible, positive, "can-do" attitude.
    • Elevated levels of intellectual curiosity, adaptability, and emotional intelligence.
    • Able to work collaboratively and effectively in a remote, small staff environment.
    • Critical thinker with a strong work ethic, high level of attention to detail and ability to multi-task.
    • Highly meticulous with exceptional attention to accuracy . Consistently delivers error-free work , thoroughly reviewing and proofreading materials before publication. Possesses outstanding grammar and written communication skills .Additional Job Requirements:
      • SMFM is fully remote; however, candidates for this position must live in the Greater Washington DC area to foster collaboration amongst the team in execution of local events and to facilitate collaboration between the team and vendor partners.
      • Ability to travel to three meetings per year or as needed and occasional flexibility with work hours.SMFM Staff Core Competencies: All SMFM staff members are expected to demonstrate excellence in the following:
        • Respect for differences-whether racial, ethnic class, sexual orientation, gender, or class.
        • Effective, respectful, and timely communications with supervisors, co-workers, vendors, and others.
        • Effective teamwork and collegiality to ensure the timely, strategic, and successful completion of work.
        • Listening actively, seeking, and accepting feedback, and recognizing the importance of stretching oneself, learning, and growing.
        • Being an analytic, thoughtful, and strategic thinker and actor; considering the mission, objectives, work plans, and goals of SMFM's work and demonstrating an understanding of the impact of their decisions and behavior on the organization.
        • Seeking out advice, counsel, and permission appropriately; but not being afraid to act when it is required to be effective.
          #J-18808-Ljbffr

Keywords: Convention Industry Council - CIC, Odessa , Coordinator, Meetings and Corporate Partnerships, Other , Odessa, Texas