The Meeting Coordinator position is responsible for general office management duties as well as support for committee meetings, speaker correspondence and travel, Hinman Dental Society events, accounting duties and planning and execution of The Thomas P. Hinman Dental Meeting, which is held annually in March in Atlanta.
General Office Duties * Answer telephone, greet visitors to the office, open and distribute mail * Order office supplies, assist in keeping stock room/ kitchen orderly and maintain office equipment * Send meeting notices (and invitations) and record RSVPs (for both the Meeting and the Society) * Attend after-hours (evening) meetings at the office and off-site (assist with room set-up, printed materials, etc.) * Assist with accounts receivable/payable, depositing of checks and working with accounting department for 1099s * Coordinate production of formal and casual letterhead, business cards and other business printing * Manage conference room including shared calendar of events and ordering supplies/food for various events * Order and pick up all plaques and awards (new members, officers, speakers, dignitaries) * Maintain the Meeting and Society History Box by adding all annual print materials for archiving * Train and assist in supervising winter Intern
Meeting Duties * Maintain speaker databases and files (contracting speakers, managing the speaker portal, collecting forms and coordinating various correspondence) * Coordinate all speaker/host/chairman/scout/staff travel arrangements (booking flights, ground transportation and hotel accommodations) * Oversee all Hosts and plan the annual Host Meeting * Oversee Arrangements Committee and coordinate speaker welcome materials (speaker packets, gifts, plaques) * Order and organize all mailing lists and process Hinman meeting brochure requests * Work onsite at Hinman office (and at special events) during the meeting * Coordinate the annual Scholars Luncheon including both pre-planning responsibilities and onsite management (communication with schools & scholars, travel, expenses, plaques, applicant deadline management)
Society Duties *Assist Member Services Manager in all phases of Society operation including quarterly membership meetings (pre-registration, name badges and onsite registration area), the Annual Meeting and maintaining the Society portion of the website * Assist Membership Services Manager with all Society publications (newsletter, annual meeting and membership meeting notices, dues payments/late dues notices and other duties) * Maintain membership database * Process all new members applications and site visitation forms * Attend Society Annual Meeting and manage assigned tasks as needed
* Four-year college degree required: candidate with convention/hospitality management degree preferred * Prefer candidate with some experience in the convention/hospitality profession * Must possess Microsoft Office Suite knowledge (Word, Excel, Outlook, PowerPoint) * Prefer candidate with database management experience and ability to merge data into various formats * Candidate must be very organized, flexible and detail-oriented, while working on diverse projects * Must have good verbal and written communication skills * Candidate should enjoy talking to and working with people (personally and by phone) and possess excellent customer service skills * Candidate should have a professional (business-like) appearance (dress, grooming, etc.)
The Hinman Dental Society is a non-profit organization dedicated to the delivery of high-quality continuing education for dentists and all members of the dental team. The 800-member Society, headquartered in Atlanta, hosts The Thomas P. Hinman Dental Meeting in March each year that attracts 20,000+ dental professionals. In addition, the Society hosts more than 50 smaller meetings each year.