Reporting Structure:

The Manager, Exhibit and Sponsorship Operations reports to the Senior Director, Meetings and Corporate Development

Qualifications

Bachelor’s degree or appropriate meetings and exhibits industry designations preferred. Experience in scientific or medical meetings a plus. Computer proficiency in Microsoft Office; database systems including Access and Excel; Power Point; and ability to learn to use IMIS efficiently. Must demonstrate ability to handle multiple projects simultaneously in a fast-paced environment. College degree or equivalent work experience preferred. Ability to maintain quality standards and meet deadlines in a fast-paced setting, operate effectively both independently and within a team environment. Must have excellent organizational, interpersonal, written and oral communication skills. Travel required.

Key Responsibilities

• Prepare sponsorship and exhibition contracts for annual meetings.
• Coordinate and maintain booth staff registration and housing.
• Basic accounting. Coordinating with Finance and Accounting on accounts receivable. Preparing regular invoices for all outstanding payments.
• Assist in the development of exhibitor rules/regulations, policies/guidelines, and program specific official forms and documentation for multiple years in various cities across U.S.
• Updating sales tracking document on a regular basis to be shared internally with other departments.
• Coordinate with Senior Manager Exhibit Operations on booth floorplan design, show floor assignments, and develop excellent exhibitor relationships.
• Coordination with Communications and Marketing for all marketing campaigns and strategies for exhibitions.
• Produce exhibit program reporting data to include percent sold, heat maps, etc.
• Creation and collection of post-event exhibitor and sponsor survey
• Cultivate a climate of business trust and partnership to ensure continued and long-term viability of the major meetings by timely response to all emails, phone calls, etc.
• Travel to major meetings where necessary, to support Show Management with onsite exhibitor care and assisting front line registration team; help with training and support temp staff in on-site applicable registration and exhibit program procedures. Work to positively resolve exhibitor and member questions.
• Provide office operations support; aid in planning new or unanticipated events as the need arises. Generate correspondence, and a variety of other documents as needed.

Specific Duties

• Fundamental knowledge of association tradeshow operation.
• Advanced/Master knowledge of Microsoft Office Suite
• Highly charismatic and engaging with ability to perform under pressure
• Must demonstrate excellent communication skills, attention to detail, and organizational skills
• Ideally has experience with exhibitor and registration software programs.
• Experience with Cadmium is preferred
• Must be proficient with the operation of commonly used office machines.
• Consistently demonstrate courteous, cooperative, and helpful behavior to all contacts, internal and external.
• Duties and responsibilities may be added, deleted, or changed at any time at the discretion of management, formally or informally, either orally or in writing.

Travel Requirements

Approximately 10-15 days per year. Onsite management sometimes requires early morning, late evening, and weekend work. Limited travel is required.

Please submit your resume, cover letter and salary expectations through one of the following options (applications without this information may not be considered).

Email: Attach a Word document or copy and paste your cover letter and resume.

Mail: AAO-HNSF, 1650 Diagonal Road, VA 22314-2857 Attention: Human Resources

Fax: 1-703-683-5100

About American Academy of Otolaryngology-Head and Neck Surgery

The American Academy of Otolaryngology – Head and Neck Surgery http://www.entnet.org one of the oldest medical associations in the nation, represents around 12,000 physicians and allied health professionals who specialize in the diagnosis and treatment of disorders of the ears, nose, throat, and related structures of the head and neck. The Academy serves its members by facilitating the advancement of the science and art of medicine related to otolaryngology and by representing the specialty in governmental and socioeconomic issues. The organization’s mission is “Empowering otolaryngologist-head and neck surgeons to deliver the best patient care.”We take pride in our excellent benefits package offered to eligible employees, which includes medical, dental, and vision coverage. We also provide short and long term disability insurance, life insurance, flexible spending accounts, 403(b) retirement plan, credit union membership, five weeks of PTO, and nine holidays, compressed work schedules and flexible scheduling. We offer a business casual dress environment, free parking, commuter benefits, and walking distance to the King Street Metro. We are proud to be an equal opportunity employer.

Connections working at American Academy of Otolaryngology-Head and Neck Surgery