International Society on Thrombosis and Haemostasis
Location: Carrboro, North Carolina
Type: Full Time (Remote & In Office)
Required Education: 4 Year Degree
The Meeting Manager, a highly motivated and detailed oriented professional with extensive experience with planning Scientific or Medical meetings. This individual, with strong organizational skills, is responsible for organizing all aspects of meeting planning, from site selection and contract negotiations through on-site event management for a full range of international in person, hybrid, and virtual meetings and congresses varying in size from 25 to 8,500 delegates. They will work closely with volunteer planning committees, internal departments, venues, and vendors to meet the objectives of each meeting. Candidates from diverse backgrounds are welcome to apply.
Deliver face-to-face and virtual programs that provide a highly valued, relevant professional education and networking experience for international attendees.
Interface with Congress Chairs and the Annual Congress Planning Committee and other volunteer leadership, and provides advice and support as needed for other Society events
Work cross-departmentally to conceptionalize, plan and execute society meetings and/or manage the contributions of other departments to the successful organization of meetings
Manage the logistics and execution of a variety of in-person hybrid and virtual medical society programs both domestically and international, including pre/post planning activities, budget management, site research, catering, audio visual, on-site management,
Manage engaging experiences for attendees, sponsors, exhibitors and partners
In partnership with Meetings Director, develop international meetings budgets.
Research and recommend meeting related activities that support objectives including development of RFP’s
Assist in negotiating and managing vendors and contracts
Assist in developing and maintaining meeting timelines and work plans
Prepare meeting specifications and set-up guides
Coordinate and manage pre-planning meetings with project team, coordinate all information for meetings and events and disseminate appropriately
Track meeting and event expenditures to stay within or below budget
Prepare and compile routine and ad hoc status reports on group activities, such as meeting statistics and metrics
Complete post-event tasks including reconciliation of expenses, evaluation of event and report on meeting results
Work with PCO/DMC and other vendors as assigned
Assist in the CME accreditation process
Facilitate comprehensive and complete communication between departments, clients, vendors, exhibitors to maintain quality value add client service
Coordinate and delegate to the team tasks as required
Skills, Abilities, and Knowledge Required:
Problem solving and organizational skill, analytical thinking, attention to detail, and ability to work on tasks independently as well as collaboratively in a team environment
Ability to organize competing priorities, follow through on tasks, and handle different stages of multiple meetings simultaneously
Dedication to a team collaboration approach to projects
Budgeting experience-creation of an expense budget, forecasting revenue, and providing regular P&L updates
Knowledge and experience working with meetings-related and speaker management software platforms a plus.
Familiarity and practical experience with international business practices, protocols, and business culture and privacy laws and practices (GDPR) a plus
Strong experience with hotel contract negotiations and working with hotel/travel/registration partners
Practical knowledge of VAT, GST and non-US tax structures a plus
Comfortable and proficient in communicating with high-level professionals including volunteer leadership, members, industry professionals and vendors
Excellent written and verbal communication and presentation skills
Expertise and knowledge of meeting planning terminolgy, trends and best practices (specific medical/scientific meeting expertise preferred)
Proficient knowledge of Microsoft Office required; experience working with databases, project management software and association management systems (AMS) preferred
Knowledge of abstract submission processes
Demonstrate ability to learn and adapt to changing procedures, methods or processes
Strong and proven multicultural sensitivity
Bi- or multi-lingual is a significant plus
Self-motivated, detail-oriented, creative, strategic, and highly organized
Ability and willingness to travel internationally
Bachelor’s degree required
Five+ years experience in meeting planning both in person, hybrid, and virtual settings, ideally with an international medical/scientific organizations
Proficiency in a language other than English a plus
About International Society on Thrombosis and Haemostasis
The International Society on Thrombosis and Haemostasis (ISTH) is a global not-for-profit membership organization advancing the understanding, prevention, diagnosis and treatment of thrombotic and bleeding disorders. The Society is dedicated to transformative scientific discoveries and clinical practices, the development of young professionals and the education of physicians, scientists and allied health professionals wherever they may live. At the ISTH, we initiate and promote education and outreach initiatives, research activities, scientific meetings, peer-reviewed publications, expert committees and the development of standards allowing a common language and approach to basic and clinical science all over the world. The ISTH also operates the World Thrombosis Day (WTD) (worldthrombosisday.org) campaign, a movement that focuses attention on the often overlooked and misunderstood condition of thrombosis. With thousands of educational events in countries around the world, WTD and its partners place a global spotlight on thrombosis as an urgent and growing health problem. Our Society currently serves over 7,000 members in over 100 countries and is based in Carrboro, North Carolina,... near the University of North Carolina-Chapel Hill campus.
ISTH’s global annual congresses bring together an average of 8,000 physicians and scientists, as well as on average 80 exhibitors and sponsors from around the world, making it the largest and scientifically foremost meeting in the field of thrombosis and hemostasis.