The Coordinator for Education & Industry Programs plays a pivotal role in the success of AdvaMed Events & Education (AE&E) projects, contributing to the planning and execution of diverse educational programs. This multifaceted role involves managing data, providing technical support, interfacing with external stakeholders, delivering exceptional customer service, and assisting with administrative tasks for the AdvaMed Program team, ensuring an optimal stakeholder experience.
Essential Duties of Position
Assists in the comprehensive planning, development, and execution of educational programs for AdvaMed Conferences and Events, encompassing both virtual and in-person formats
Maintains and oversees education program management databases, ensuring accurate event and speaker setup, data entry, status updates, and report generation
Utilizes a range of event technologies such as Zoom, Jujama, Cadmium, Nimble/Salesforce, Cvent, HubSpot, and Map Your Show to provide seamless attendee and staff support across various platforms
Contributes to education program design based on industry trend analysis, including writing panel descriptions, conducting research, and providing panelist/company outreach for AdvaMed events
Writes and tracks letters of invitation to AE&E event speakers
Collaborates on marketing materials to showcase conference program elements across multiple channels including websites, emails, social media, and signage
Assists in organizing pre-conference meetings and calls for panelists, managing scheduling, and coordinating with participants' executive assistants
Coordinates webinar platforms and manage room setup and audio-visual needs for all programs, effectively communicating requirements to the operations team for both virtual and in-person events
Provide administrative, technical, and customer service support during in-person and virtual meetings and conferences, ensuring a seamless and positive experience for all participants
Supports the documentation of Standard Operating Procedures and assist in timeline development across AE&E Events, contributing to operational efficiency
Provides administrative assistance to the AdvaMed Program team, including tasks such as reserving meeting space, routing contracts, and tracking budgets
Manages the Program Team general inquiry inbox, offering direct customer service and connecting inquiries to appropriate staff members
Knowledge, Skills, and Abilities
Resourceful, diligent, flexible, and responsive to stakeholders’ needs
Exceptional communication skills, including drafting, proofreading, editing, and presenting information effectively
Interested in building and maintaining professional relationships with AdvaMed members and stakeholders at all seniority levels
Committed to customer service and alignment with the association’s goals and values
Adaptable when initiatives change
Process driven strength in creating, implementing, and following processes
Organized and maintains keen attention to detail
High degree of initiative, self-motivation, ability to work well under pressure, and ability to handle and appropriately prioritize multiple tasks in a timely and efficient manner while maintaining accurate records
Committed to ongoing professional learning and growth within the team
Effective in working both independently and collaboratively within a team
Demonstrates initiative and problem-solving skills
Highly proficient in Microsoft Office Suite software, Database management, Dropbox, and Zoom
Specifications
Minimum Education Required: Bachelor’s degree or experience equivalent
Minimum Experience Required: 5+ years
Travel Required: Up to 10%
Hybrid Work Policy: Teleworker: Minimum 1 day onsite per week
