Meetings Coordinator Jobs

Founded in 1991 by patients, for patients, the Pulmonary Hypertension Association (PHA) is the oldest and largest nonprofit patient association in the world dedicated to the pulmonary hypertension community. Pulmonary hypertension (PH) is a rare, chronic and life-threatening disease of the lungs for which no cure currently exists. Our mission is to extend and improve the lives of those affected by PH. To achieve our mission, PHA engages people with PH and their families, caregivers, healthcare providers and researchers worldwide who work together to advocate for the PH community, provide support to patients, caregivers and families, offer up-to-date education and information on PH, improve quality patient care and fund and promote research.

PHA seeks mission-driven, talented professionals to join our team of dedicated employees working to advance our mission and improve the quality of life of those who live with this deadly lung disease.

GENERAL SUMMARY

The Meetings Coordinator works with all aspects of the programs and processes managed by PHA’s Meetings Department. This individual has responsibility for sourcing vendors, coordinating travel, assisting with meeting logistics, speakers, exhibitors, and sponsors, providing support on-site at meetings, and providing general support to the Department.

ESSENTIAL DUTIES AND RESPONSIBILITIES

• Coordinate travel for staff, speaker, partner, scholarship attendees, and other travel arrangements as necessary.
• Organize PHA Community Workshops and Small Meetings and serve as on-site point of contact.
• Assist with special projects including coordinating presentations, disseminating information, and coordinating mailings.
• Additional meetings tasks as required.
• Travel is required for this role – 10-15% including weekends.
• Source vendors and third-party providers and review contracts with Department Manager and VP.
• Support the meeting team by acting as on-site point of contact for exhibitors and sponsors, assisting with call for sessions/abstracts, and assisting with meetings specifications/logistics for all meetings.
• Develop and distribute meetings reports to stakeholders.
• Participate in and take minutes in stakeholders’ meetings.
• Manage and respond to incoming inquiries from departmental e-mails and phone lines.

KNOWLEDGE, SKILLS AND ABILITIES REQUIRED

• Bachelor’s degree preferred; equivalent experience will be considered.
• Washington, DC area resident preferred as individual will need to coordinate shipping and receiving for meetings to/from the Silver Spring, MD office.
• Comfortable with learning new technology.
• Proficiency with Microsoft Office Suite required.
• Excellent relationship building and networking skills required.
• Skilled at working both independently and collaboratively in a fast-paced remote environment.
• Meetings professional with a minimum of 2-3 years of progressive responsibilities.
• Previous experience with meeting management software, (i.e., EventPower, Cvent, E-Show, etc.)
• Previous remote work experience required.
• Bi-Lingual in Spanish strongly desired.
• Experience booking and managing travel for multiple internal and external stakeholders. Previous experience with Concur preferred.
• Strong verbal and written communication skills.
• Strong multitasking and organizational skills required.

REPORTING RELATIONSHIPS

Reports to Vice President, Meetings & Digital Strategy

WORKING CONDITIONS

Working conditions are normal for a remote office environment. This position will require travel which will include some weekend and/or evening work and domestic travel.

CORE VALUES

All PHA staff members are expected to embrace and demonstrate excellence in the following

• Respect for one another and members of the community.
• We seek to understand and relate to one another, engage in active listening, respond with kindness, offer assistance and positive feedback.
• Effective and open communications about needs and goals.
• Commitment to mission-driven work centered on those affected by pulmonary hypertension.
• Embrace and celebrate differences and individuality.
• Clear, respectful, and timely communications with colleagues, members of the community, partners, and other stakeholders.
• Effective cooperation, coordination, and collaboration with internal and external stakeholders to achieve accurate, timely, and successful work putting the patients' interests first.
• Compassion and empathy towards others.

Salary And Benefits Summary

$58,000 - $60,000 per year

• Minimum 3 weeks paid annual leave (15 days); all federal holidays (11 days); and 4 personal days plus office closure for Holiday break (5 days at end of year).
• Annual stipend for professional development.
• Choice of free or subsidized medical, dental and vision plans for employees and dependents.
• Two weeks paid sick leave.
• Employer 403b retirement plan contribution at 4% after first year of employment with immediate vesting.
• Flex working hours and fully remote work environment.
• Employer-paid short-term and long-term disability insurance and life insurance.

DISCLAIMER

The above is intended to describe the general content of and requirements for the performance of this job. It is not to be construed as an exhaustive statement of essential functions, responsibilities, or requirements. The Pulmonary Hypertension Association, a 501(c)3, nonprofit organization, is an equal opportunity employer (EOE). For more information about PHA see www.PHAssociation.org

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