Address
Form of workMeetings Manager
CLIENT ASSOCIATION: Cervical Spine Research Society, CSRS
POSITION REPORTS TO: Executive Director
POSITION(S) THAT REPORT TO YOU: None
EXEMPT/NON-EXEMPT EMPLOYEE STATUS: Exempt (Minimum 37.5 hours/week)
The Cervical Spine Research Society (CSRS) is a client managed by Executive Director, Inc. (EDI). EDI is an association management company that specializes in managing medical professional societies. EDI is one of the top association management companies in the U.S., providing professional services for national and international medical, certification, and scientific associations. Our 50 years of experience are a key asset to the associations we serve, with client relationships extending beyond 40 years. EDI currently manages 35 different national and international medical groups, employing approximately 250 employees in Milwaukee, WI.
CSRS is an EDI client and has a staff of four full-time employees that work specifically on CSRS education, research, membership, meetings, communications, marketing, and governance. CSRS members are orthopedic spine surgeons and neurosurgeons that are world leaders in cervical spine surgery. Staff plan and implement an in-person annual meeting each year that draws approximately 500 spine surgeons from around the world to share scientific data and connect with their colleagues. Future annual meetings are booked in Chicago (2024), Washington DC (2025), and Austin TX (2026). The CSRS meeting is an intimate meeting with many of the meetings taking place in one general session room throughout the three days. In addition, CSRS hosts two other small educational courses, one in April and one in July, that require logistical support from the Meetings Manager.
GENERAL SUMMARY:
POSITION REPORTS TO: Executive Director
POSITION(S) THAT REPORT TO YOU: None
EXEMPT/NON-EXEMPT EMPLOYEE STATUS: Exempt (Minimum 37.5 hours/week)
The Cervical Spine Research Society (CSRS) is a client managed by Executive Director, Inc. (EDI). EDI is an association management company that specializes in managing medical professional societies. EDI is one of the top association management companies in the U.S., providing professional services for national and international medical, certification, and scientific associations. Our 50 years of experience are a key asset to the associations we serve, with client relationships extending beyond 40 years. EDI currently manages 35 different national and international medical groups, employing approximately 250 employees in Milwaukee, WI.
CSRS is an EDI client and has a staff of four full-time employees that work specifically on CSRS education, research, membership, meetings, communications, marketing, and governance. CSRS members are orthopedic spine surgeons and neurosurgeons that are world leaders in cervical spine surgery. Staff plan and implement an in-person annual meeting each year that draws approximately 500 spine surgeons from around the world to share scientific data and connect with their colleagues. Future annual meetings are booked in Chicago (2024), Washington DC (2025), and Austin TX (2026). The CSRS meeting is an intimate meeting with many of the meetings taking place in one general session room throughout the three days. In addition, CSRS hosts two other small educational courses, one in April and one in July, that require logistical support from the Meetings Manager.
GENERAL SUMMARY:
This position works closely with the CSRS Executive Director to execute all aspects of the clients’ missions and objectives. The position responsibilities are varied and require professionalism, flexibility, autonomy, high-level customer service, clear communication, attention to detail and personal accountability.
POSITION RESPONSIBILITIES (Minimum of 37.5 hours/week):
POSITION RESPONSIBILITIES (Minimum of 37.5 hours/week):
- Management and oversight of the CSRS Annual Meeting, Instructional Course, Hands-on Surgical Techniques Course and Emerging Leaders Course. This includes, but is not limited to the following:
- Develop and manage, along with the Executive Director, the meeting budget, contracts with hotels and vendors, and ensure adherence to the meeting budgets.
- Manage meeting timelines.
- Management of onsite meeting logistics, including catering, AV, internet, room sets, temporary staff, security, etc.
- Recruitment and management of sponsors and exhibitors
- Establish meetings operational schedules.
- Manage the call for abstracts process including the online application system, generating reports, setting up the review portal, sending notifications to applicants, & managing the accepted speaker process
- Management of speaker database, invitations, confirmation, requirements, and reimbursement processes in accordance with CSRS policies
- Manage room block and VIP housing / transportation.
- Work with outside vendors for contracts to manage meeting abstracts, exhibitor services, dinners, transportation, etc.
- Oversight of registration system development and processing for all meetings
- Oversee and create the promotional materials for meetings, including but not limited to marketing, design, and development of meeting materials such as save the date postcards, meeting brochures, broadcast emails and on-site signage, etc. with the CSRS Communications Manager.
- Facilitate preparation, distribution, and tabulation of program evaluations.
- Participate and lead committees as assigned.
- Other duties as assigned.
AMOUNT OF TRAVEL REQUIRED:
Approximately two-three weeks per year, including some evenings and weekends. Evening calls with volunteer leaders may be scheduled a few times a year and are typically held in the evenings.
EDUCATION/EXPERIENCE REQUIREMENTS:
EDUCATION/EXPERIENCE REQUIREMENTS:
- Bachelor’s degree preferred.
- Meeting planning experience preferred.
- Detail-oriented with outstanding organizational and critical thinking skills.
- Exceptional written and verbal communication skills with an emphasis on a high-level of customer service.
- Demonstrated ability to work independently and in a small team environment.
- Ability to prioritize varied assignments and handle multiple projects.
- Proficiency in Word, Excel, Outlook and PowerPoint.
PHYSICAL REQUIREMENTS:
Unrestricted mobility: must be able to walk great distances in large meeting spaces, move quickly from place to place, and lift and move boxes up to 50 lbs.
*This position is located in downtown Milwaukee, WI and a minimum of two days onsite in the office (including Wednesday as an all-staff-in-office day) are a requirement of the role.
*Please apply to the role that best aligns to your experience and qualifications. We’ll discuss your interests and possible opportunities during an initial phone interview. (No need to apply to multiple opportunities.)
