Ft Assistant Conference Manager (Financial District)

Feb. 16, 2012

San Francisco, CA

Confidential

Non-profit physician education organization with a strong team environment is looking for a very organized, detail-oriented, and reliable individual to support and work on Continuing Medical Education (CME) programs. This Assistant Conference Manager position is full-time.

Responsibilities may include, but are not limited to:

Program Materials and Production

Work with team to develop faculty materials

Prepare and update materials such as website copy, broadcast emails, and other attendee materials

Prepare course binders for onsite staff

Research, solicit quotes, and order program materials such as signage, question cards, and syllabi

Work with team to develop appropriate copy, and with graphic designer to create artwork

Logistics and Registration

Research appropriate venues for faculty dinners, make outbound calls for reservations, and compile list to submit for selection

Research travel itineraries and book travel

Arrange for car service, including soliciting quotes and confirming pick-up procedures

Process live and onlline CME program registrations, registration payments, and fulfillment orders

Review registration forms for incomplete information, or change of information; make appropriate updates

Assist in maintenance of registration filing system and Access database by system-compacting, daily back-ups, etc.

Assist in preparation of reports needed for special projects using MS Access database

Assist with post-course organization and reports

Assist with various project tasks as needed such as preparing mailings and course binders, packing/shipping course materials, organizing educational materials, and researching/soliciting estimates for vendors such as temporary onsite registration staff

Perform other duties as assigned, including some office and reception duties

Travel to live courses

Administrative and Other Tasks

Create and or update project documents, and create and maintain files

Schedule conference calls and meetings; write and distribute meeting minutes and conference call summaries

Work on post-program reports and archiving

Draft correspondence to attendees and faculty

Assist with special projects or assist other staff as requested

Required Qualifications - PLEASE DO NOT APPLY IF YOU DO NOT HAVE THESE MINIMUM REQUIREMENTS

4-year college degree

Minimum 3 years experience in a professional office environment

Proven task and project management skills

Familiarity with meeting or event planning plus experience with registration, both pre-event and onsite

Must be proficient in MS Word, Excel, and Access

Absolute accuracy while meeting time sensitive deadlines is a must

Extremely detail-oriented and organized with strong multi-tasking skills

Strong communication skills, both verbal and written

Consistently work scheduled work hours and report to work on a timely basis

Demonstrated ability to follow organization policies and procedures, and take direction

Ideal candidate will also offer the following qualifications:

Familiarity with PowerPoint

Knowledge of CME a plus

Compensation:

Annual salary range: mid-$30's, DOE

HOW TO APPLY:

Email applications with "Assistant Conference Manager" in subject line. Applications MUST include:

1. Cover letter: 50 WORDS OR LESS about your qualifications and applicable experience

2. Resume

3. Minimum salary requirements

4. Minimum of 3 PROFESSIONAL references

PASTE ALL INFORMATION IN TO THE BODY OF EMAIL; ATTACHMENTS WILL NOT BE OPENED. APPLICATIONS WITH ATTACHMENTS WILL NOT BE CONSIDERED. No calls please!

The mission of the organization is to improve the treatment, care, and quality of life of persons with HIV or other viral infections through balanced, relevant, innovative, and state-of-the-art education for practitioners who are actively involved in medical care. Projects include a bimonthly biomedical journal, conference publicity and registration materials, online educational programs, treatment guidelines written by expert consensus panels, and the organization's Web site. The office is located in the Financial District of San Francisco