Meetings Manager

International Society of Thrombosis

Closing date 28 October 2021
Location Carrborro, North Carolina
Position type Permanent
Role Conferences / Events
Education Bachelor's
Experience >5 years
Benefits See below

Job description

The International Society on Thrombosis and Haemostasis (ISTH) is a growing medical/scientific professional society based in Carrboro, North Carolina, with an exciting future and positive culture. The Society offers you the opportunity to be part of that momentum while continuing to develop in your profession. 

At the ISTH, you will be around a team of more than 20 creative, motivated and skilled professionals who are working collectively toward an important mission. Passionate about positive connections, the ISTH hires people with the dedication and expertise it takes to grow and educate our thrombosis and hemostasis community.

We are currently building a strong, diverse team of talented, creative people who want to find a purpose in their work and support each other in the process. Our workplace culture is devoted to developing individual careers and the Society in a supportive environment. As such, our internal core values are:

Fun and Recognition: We embrace and recognize successes

Collaboration: We believe teamwork makes the dream work

Trust: We believe the best in each other and speak honestly

Communication: We listen and openly share our thoughts

Respect: We are kind and appreciate differences

Progress: We grow the person, the team, the society 

All full-time ISTH employees are eligible for competitive salaries and professional development opportunities, a comprehensive and very competitive health benefits program as well as a generous 403(b) retirement plan.

If this sounds like the perfect environment for you, apply online today.

This is an exciting opportunity with a mission-driven organization in an international work environment and offers the opportunity for the new dedicated executive management team critical role in the growth of the organization.  The International Society on Thrombosis and Haemostasis (ISTH), a dynamic global medical/scientific professional society in the field of bleeding and clotting disorders.

As we expand our work and impact, we are seeking a talented and self-motivated professional to develop and implement a comprehensive industry partnership and engagement strategy in alignment with the ISTH’s mission, culture, and organizational and respective program objectives to create a strong ROO/ROI for all stakeholders involved.

Job Summary

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.

Key Responsibilities

  • 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 terminology, 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

Minimum Requirements

  • 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
  • CMP or similar designation preferred
  • DES or similar designation preferred

About the Society

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) ( 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.

How to apply

To apply please click here >>