Meeting Coordinator

Primary Purpose

Responsible for planning and executing the logistics for HQ meetings, live learning courses, Industry Immersion courses.  Responsible for travel communications and housing in the Meetings and Events Department to achieve CHEST goals. 

Essential Functions/Responsibilities

1. Demonstrate a passion for crushing lung disease and embody CHEST values: honor the team, lead with integrity, leverage passion, cultivate innovation, and have serious fun.

Housing & Travel Communications for CHEST meetings & events

1. Work with various CHEST staff stakeholders to obtain necessary information about upcoming meetings & events.
2. Coordinate & prepare all travel communication including travel emails to staff, faculty & members. Send reminder emails, track travel authorizations.
3. Work with CHEST official travel agency to update travel policies, oversee airline ticket approvals, troubleshooting, reconciliations and reporting.
4. Coordinate travel (housing, ground, and air) information, room lists, confirmations, and website information.
5. Research information and coordinate logistics for international travel including visa applications and passport information.
6. Work with CHEST staff to coordinate hotel blocks and execute local hotel contracts for CHEST meetings & events.
7. Assist with communications with Direct Travel, regarding policies, airline contracts and unused ticket reports.  Eventually grow into being the main point of contact.
8. Review airline ticket approvals for tickets over $600 within 24 hours of receiving email. This requires daily (including weekend) monitoring of email.

Training Center Operations

1. Serve as on-site logistics support for assigned Meetings & Events at CHEST HQ. This includes early arrival, late departures, weekends, beverage/snack preparation, supplies and aesthetics of the training center during the live courses/meetings, working in tandem with catering staff to provide breakfast, lunch, and breaks depending on the needs of the meeting or course. 
2. Track supply expenses on the Training Center budget spreadsheet.
3. Assist Senior Meeting Planner with Auditorium, Training Rooms, and ICU room set ups and breakdowns to meet the needs of the courses being held in the Training Center
4. Responsible for travel communications spreadsheet.

CHEST Annual Meeting

1.  Source and arrange floral needs

2.  On-site logistical support

Other Functions/Responsibilities

1. Manage other projects and complete other tasks as assigned.
2. Assist in budget preparation, financial reporting and adherence of assigned meeting budget line items.

Required Qualifications and Competencies

1. Combination of education and experience equivalent to a Bachelor’s degree
2. 1 to 3 total years experience in the areas of meetings planning– specifically in the hotel/travel industry
3. Strong project management skills, including demonstrated ability to successfully complete multiple projects with conflicting deadlines
4. Strong writing, editing, and presentation skills
5. Excellent planning and organizing skills
6. Interpersonal skills to be comfortable operating across Division units including taking guidance from multiple managers
7. Confidence to perform effectively in a high-visibility environment with all levels of CHEST leadership
8. Results oriented; detail and service oriented; positive attitude
9. Strong sense of personal accountability.
10. Computer literacy (Word, Excel, PowerPoint) in an Apple Mac environment
11. Ability to accommodate occasional travel and weekend work

Preferred Qualifications and Competencies

1. Bachelor’s degree
2. Association work experience

Benefits

• While we offer benefits that you’d expect from any forward-thinking, progressive organization, we offer a lot of extras too, including the standardization of a hybrid working environment. From tuition reimbursement to parental leave, we offer the benefits that you want most.
  • Health and Wellness
    • Medical, dental, and vision insurance*; flexible spending account*; long- term and short-term disability insurance; life/AD&D insurance
  • Work/life Balance
    • 37.5-hour work week with flexible start times; Paid Time Off; Paid parental leave; Hybrid work environment; Paid holidays
  • Giving and sharing
    • 401(k) with matching contribution from CHEST*; Health club and fitness reimbursement; Employee counseling program; Reimbursement for professional memberships; Tuition Reimbursement
  • Office perks
    • Lunch & Learns; Annual Health Fair; Professional development courses; Volunteering opportunities; Annual Holiday Party; In-office “Busy Breaks”

Additional Information

The annual base salary range for this position is USD $59,000 to USD $62,000. This pay range represents base pay only and excludes any additional items such as incentives, bonuses, or other items. CHEST considers factors such as, but not limited to, the scope and responsibilities of the position, the candidate's work experience, education/training, key skills, internal peer equity, and market and organizational considerations when extending an offer.

CHEST is proud to be an equal opportunity employer and does not discriminate on the basis of race, color, national origin, sex, gender identity, religion, sexual orientation, age, disability, parental status, veteran status, or any other protected status under applicable laws.

At CHEST, our employees come from different backgrounds with various lived experiences and dynamic strengths. We strive to continuously improve our way of working to reflect our commitment to inclusion and equity and build a workforce that reflects the communities that we serve. And that means we need you! Your experiences may only perfectly align with some qualifications listed in the job description. But if you are excited by this position, we highly encourage you to consider still applying. You may be just the right candidate to help us with our mission to improve patient care!

This description was designed as a convenience to acquaint employees and managers with the essential elements of the position. It is solely to summarize basic duties, and it is not intended to be a contract or guarantee of employment or any specific terms or conditions of employment.

*Participation is voluntary