Description

IAS-USA has been managing continuing medical education (CME) events for the HIV and infectious disease community for more than 30 years. We believe in perfectly planned and delightfully detailed events and are seeking an experienced event planner to manage live and virtual activities from concept through completion. The ideal candidate is passionate about mission-based work, highly detail-oriented, and dedicated to creating outstanding learning opportunities for practitioners and researchers from around the globe. The role requires an expert experience in all aspects of event, meeting, and conference planning, including sourcing venues and hotels, room sets, audio-visual, decorating, and banquet event orders. The individual must have excellent communication skills, and thrive in a highly collaborative, fast-paced environment. 

Objectives of this role

• Manage all aspects of event and meeting planning, setting and meeting strict deadlines within budget.
• Successfully manage relationships with vendors, venues, and other stakeholder contacts while utilizing the organization’s time-proven processes and procedures.
• Set and manage 6+ month planning horizons for the organization’s in-person activities and
• Communicate clearly and succinctly with faculty and other VIPs, recognizing their established procedures and training staff to execute them.
• Manage internal and external meetings with colleagues and partners for each activity.
• After the event, follow up with colleagues and partners through a thorough post-mortem process, identifying both successes and opportunities to implement for future meetings.
   

Responsibilities

• Coordinate with internal staff and partners to establish the requirements for an event, and serve as liaison to the Executive Director and Director, of CME Programs.
• Source vendors, manage site visits, and lead pre-event meetings
• Plan and facilitate logistics for events, including contract negotiations, travel and guest lists, venue preparation, catering, transportation, equipment, and signage
• Manage on-site preparations, production, and event breakdown; and ensure consistent, high-level service throughout the event timeline
• Build and maintain a comprehensive database of industry contacts, vendors, and venues

Salary and Benefits

• Salary Range: $70,000-$90,000 depending on experience
• Compensation is commensurate with experience and consistent with standard nonprofit salaries
• Vacation, holiday, and sick leave policy that increases progressively based on your tenure with the IAS-USA
• Medical, dental, and vision insurance
• 403(b) retirement plan

Job Type:

• Full-time Remote or Hybrid in the Bay Area (in-office Tuesday, Wednesday, Thursday)

Requirements

Required skills and qualifications

• Bachelor’s degree (or equivalent) in event management or related discipline
• 5+ years of proven success in event planning or coordination
• Outstanding interpersonal and communication skills
• Excellent organizational skills, including multitasking, time management, and attention to detail
• Ability to handle pressure and make decisions quickly
• Proficiency with Microsoft 365 and its applications, Adobe, Zoom, and communication tools such as WhatsApp and attendee mobile app development  
• Set up to successfully work in a remote setting
• Ability to travel domestically 10-12 times annually

Please send a resume and cover letter to:

jobs@iasusa.org 

Attn: Jay Batley, Director, Operations

IAS-USA

(415) 544-9400