Administrative Assistant, Meetings & Events

ORGANIZATION OVERVIEW

Founded in 1990, the International Myeloma Foundation (IMF) is the first and largest global organization focusing specifically on multiple myeloma. The IMF’s reach extends to more than 525,000 members in 140 countries worldwide. The IMF is dedicated to improving the quality of life of myeloma patients while working toward prevention and a cure through our four founding principles: Research, Education, Support, and Advocacy.

POSITION OVERVIEW

The Administrative Assistant to the Meeting & Events team is a dynamic position responsible for supporting key areas of meeting, program, and webinar coordination which primarily encompasses the administrative tasks aligned with Communication, Registration and Attendee Logistics. The person in this position must be highly collaborative with strong organization and communication skills to actively engage in the logistical coordination of a variety of programs with other members of the Meetings department to deliver high quality, well-organized, and professional events. This position requires regular domestic and occassional international travel.

ESSENTIAL RESPONSIBILITIES

• This role requires consistent interdepartmental collaboration and communication of common deliverables along with an awareness of overall deadlines.
• Contributes to asset collection for meeting registration websites and event management software.
• Coordinate Faculty rooming needs, including acting as a liaison with event location and attendee reservations.
• Prepares and distributes communication to attendees and employees as it relates to meetings or events, including sending confirmation letters, transportation notices, on site documents and meeting folder materials.
• Consistently updates all Faculty registrations/confirmations/cancelations with Program Directors
• Ensure all reporting and information stored in event management software is accurate and up to date
• Creates faculty tracking sheets, agenda / meeting overviews, confirmation letters, transportation notices, on site documents and meeting folder materials at the direction of the lead Meeting Planner and Program Director.
• Monitors the “Meeting & Webinar Planning” SharePoint files, updates general meetings calendar, inputs registration links and landing pages, as well as any other related information.
• Works with the Meetings teamon designated tasks for all meeting communication plans; including planning for speakers and invitations for meetings. Collects, edits, and creates PowerPoint slide decks as needed.
• Ensures speaker resource files are up to date through consistent communication with other departments, such as, MarCom, MedEd, and external resources.
• Coordinates and tracks sponsor related tasks for necessary meetings which involves working with other IMF team members to ensure consistency
• Contributes to the creation and design for meeting agendas and other meetings materials; including layout and editing, and coordinates approvals to meet various deadlines.
• Attends events to ensure, travel, registration, room reservations, and other meeting elements operate as planned.
• Communicates with event attendees, including executive management, to ensure they are outfitted with necessary travel and event details.
• Enters core planning details using meeting planning software once a meeting is confirmed and ensures information is communicated with all individuals involved.

SKILLS/ ABILITIES REQUIRED

• Strong computer skills, including, but not limited to: Outlook, Word, Excel, and Power Point
• Excellent verbal and communication skills leading to the ability to provide outstanding service to both team members and those outside the IMF team
• Event planning and management experience in a professional environment
• Must be willing to travel both domestically and internationally throughout the year
• Must be detail oriented and able to offer quick, in the moment solutions
• Highly organized with the ability to meet deadlines and work on multiple projects concurrently
• Ability to lead and direct tasks involving team members at all levels, including management
• Ability to create interdepartmental information documents to ensure effective project management and meeting execution
• Highly organized with the ability to meet deadlines and work on multiple projects concurrently in support of the meetings team
• Comfortable in high pressure situations with the ability to adapt to changing circumstances and problem-solve in a fast-paced environment.
• Knowledge of hospitality industry practices and standards; familiarity with hotel event spaces and facilities.
• Experienced with meeting scheduling and planning logistics for large groups, including executive level guests
• Ability to plan virtual and hybrid events with experience using meeting planning software

EDUCATION/ EXPERIENCE

• At least three years of experience working in events or meetings planning, or in a hospitality environment.
• Bachelor’s degree in event planning, hospitality, or relevant field. Equivalent combination of relevant experience, education, training, and certification may be considered in lieu of degree.

PHYSICAL DEMANDS

The physical demands described here are representative of those an individual must meet to successfully perform the essential functions of this job.

• Ability to sit or stand for extended periods of time while working on a computer, traveling, and at events.
• Ability to communicate effectively via phone or web conferencing for extended periods of typing message via multiple forms of electronic communication.
• The person in this position frequently communicates with others. Must be able to exchange accurate information in these situations.
• The person in this position needs to often move about inside an office or event building.
• Constantly operates a computer and other office productivity items, such as a calculator, copy machine, and computer printer.
• Ability to lift at least 25lbs, bending and reaching throughout the day as needed.
• Ability to travel domestically and internationally for meetings and conferences.

Please note that this job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee for this job. Duties, responsibilities, and activities may change based on the type of meeting or event.

Job Type: Full-time

Pay: From $23.00 per hour

Benefits:

• 401(k)
• Dental insurance
• Employee assistance program
• Flexible spending account
• Health insurance
• Life insurance
• Paid time off
• Retirement plan
• Vision insurance

Schedule:

• 8 hour shift
• Weekends as needed

Application Question(s):

• Do you have at least 2 years of event or meeting planning experience?

Education:

• Bachelor's (Preferred)

Work Location: Hybrid remote in Studio City, CA