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- United States
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- Hybrid
- Posted
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Senior Specialist, Meetings
Endocrinologists are at the core of solving the most pressing health problems of our time, from diabetes and obesity to infertility, bone health, and hormone-related cancers The Endocrine Society is the world’s oldest and largest organization of scientists devoted to hormone research and physicians who care for people with hormone-related conditions. Our inclusive community is made of scientists, physicians, educators, nurses, and students in 122 countries.
The Senior Specialist, Meetings independently coordinates assigned logistical workstreams across the Endocrine Society’s meetings portfolio, with primary responsibility for key ENDO operations. This poition coordinates vendors, tracks budgets, maintains schedules, and executes onsite logistics within established policies and approved plans. The Senior Specialist applies meeting operations expertise to resolve routine issues, recommend improvements, and provide responsive service to internal and external stakeholders, escalating significant issues and decisions to the Senior Director, Meetings & Education. The position also supports additional meetings, educational programs, and projects as needed by the organization.
What you’ll bring to the job:
- Bachelor’s degree and three to five years of progressively responsible experience in meeting or event planning and operations, or an equivalent combination of education and experience.
- Experience supporting large conventions, association meetings, or multi-vendor events preferred.
- Demonstrated experience independently coordinating event vendors, tracking budgets, maintaining schedules, and executing onsite logistics.
- Experience coordinating RFPs, reviewing vendor proposals, and supporting contracting processes preferred.
- Familiarity with registration, housing, event management, or related database platforms preferred.
- Proficiency in Microsoft 365, including Outlook, Word, PowerPoint, and Excel; ability to use Excel to track expenses, reconcile data, and prepare operational reports.
- Strong written and verbal communication, organization, follow-through, and customer service skills.
- Ability to prioritize multiple workstreams, meet deadlines, and work independently within established policies and approved plans.
- Sound judgment in resolving operational issues and recognizing when additional guidance or approval is needed.
- Ability to collaborate effectively with staff, volunteers, vendors, and other stakeholders.
- Ability to prepare and maintain accurate operational reports, event data, budget tracking, manifests, and project documentation.
Our Values:
We believe in and empower our staff. We know that with our investment in their growth, they have an even greater potential to contribute to our organization. Our core values embody the character and culture of our staff – they guide our decision making, interactions and how we serve our members. As an organization, we are committed to: demonstrating responsible stewardship, treating one another with trust and mutual respect, supporting work life balance, sustaining an inclusive environment, and fostering an environment that encompasses communication, service, collaboration, results & innovation.
What you’ll own:
ENDO Operations
- Coordinates temporary staffing needs, including vendor sourcing, contracting documentation, staffing plans, and onsite schedules.
- Coordinates transportation and shuttle services, including expense tracking, hotel shuttle schedules, and VIP transportation, as needed.
- Coordinates event internet requirements with vendors and internal stakeholders and tracks associated expenses against the approved budget.
- Coordinates security services, including the vendor RFP process, evaluation of proposals, contracting documentation, operational planning, and onsite implementation; provides recommendations for approval.
- Leads the assigned signage workstream, coordinating production, delivery, placement, and onsite execution with the signage vendor and internal stakeholders.
- Coordinates additional attendee services and products, such as childcare, coat check, ribbons, and meeting bags, as needed.
- Coordinates show management materials and freight between the Society office and the ENDO venue; maintains accurate master content lists and shipping manifests.
- Administers the ICW Meeting Space Request process, including stakeholder communication, space assignments within established guidelines, and operational follow-through.
- Addresses routine onsite operational issues and escalates matters affecting safety, budgets, service delivery, or approved plans.
Governance and Specialty Meetings
- Serves as the logistical point of contact for approximately four to eight Governance and Specialty Meetings held annually at the Society office.
- Independently coordinates housing blocks, catering, meeting space, audiovisual needs, schedules, and related logistics in collaboration with Society staff and vendors.
- Maintains accurate timelines, budget tracking, records, and operational details for assigned meetings.
- Anticipates logistical needs, recommends solutions, and communicates issues requiring additional guidance or approval.
Education Team Operational Support
- Provides operational support for assigned educational programs and initiatives, including project timelines, logistics, materials, and stakeholder coordination.
- Collaborates with Education Team members and cross-functional partners to identify operational needs, communicate deadlines, and support timely program delivery.
- Collects and organizes program information, tracks outstanding items, and follows up with internal and external stakeholders.
- Identifies operational gaps and recommends practical improvements to support efficient program execution.
Travel Program and Customer Service
- Administers day-to-day operations of the Society’s travel program and serves as the primary operational point of contact for the travel agency.
- Monitors service delivery, coordinates resolution of routine traveler issues, and escalates recurring or significant concerns.
- Maintains travel program information and communicates established procedures to staff and other stakeholders.
- Monitors the meetings inbox and provides timely, professional customer service for internal and external meeting-related inquiries.
Budget, Vendor, and Project Coordination
- Tracks assigned budgets, reviews expenses for accuracy, identifies variances, and communicates anticipated changes or risks to the Senior Director, Meetings & Education.
- Coordinates RFPs, vendor evaluations, contracting documentation, and purchasing processes in accordance with Society policies and established approval authority.
- Reviews vendor proposals and service options and prepares recommendations for consideration and approval.
- Maintains project plans, schedules, reports, and documentation to support timely and accurate execution.
- Communicates operational requirements and provides task-specific direction to vendors, temporary personnel, and onsite partners.
- Monitors vendor performance, documents service issues, and recommends follow-up actions or improvements.
Team and Organizational Support
- Supports the Senior Director, Meetings & Education with assigned ENDO housing, registration, and administrative activities.
- Collaborates across departments to confirm meeting requirements, communicate progress, and resolve operational issues.
- Maintains and improves procedures, checklists, and other resources for assigned meeting operations.
- Maintains current knowledge of industry practices, technology, and trends through professional development, peer consultation, and trade resources.
- Performs other duties and supports additional meetings or projects as assigned to meet organizational needs.
What you’ll do well:
Project Management
Consider the ability to plan and organize the work of a group, department or project and to establish effective priorities. Consider effective use of time. Demonstrates ability to “think outside the box” for solutions or ways to accomplish the job in a more effective way. Handles projects responsibly (including expense management). Prioritizes as needed and meets deadlines. Communicates challenges/barriers to supervisor. Collaborates and shares progress with others to get the project completed. Demonstrates effective delivery of completed project.
Resource Management
As a contributor, ensures the effective, efficient, and sustainable use of program/project resources and assets by identifying wasteful practices and opportunities for optimizing resource use for programs and projects.
Creative Thinking
Ability to look at situations from multiple perspectives. Tendency or ability of individual to do or create something new. Creates solutions to problems using novel methods and processes. As a contributor, 7 | Page develops a new product, service, method, or approach. Sponsors the development of new products, services, methods, or procedures. Proposes new approaches, methods, or techniques. Develops better, faster, or less expensive ways to do things. Works cooperatively with others to produce innovative solutions.
Forward Thinking
Anticipating the implications and consequences of situations and taking appropriate action to be prepared for possible contingencies. Anticipates possible problems and develops contingency plans in advance. Notices trends and develops plans to prepare for opportunities or problems. Anticipates the consequences of situations and plans accordingly. Anticipates how individuals and groups will react to situations and information and plans accordingly.
Thoroughness
Ensuring that one's own and other's work and information are complete and accurate; carefully preparing for meetings and presentations; following up with others to ensure that agreements and commitments have been fulfilled. Sets up procedures to ensure high quality of work; Acts to verify information; Checks the accuracy of own and others' work; Develops and uses systems to organize and keep track of information or work progress; Prepares for meetings and presentations; Organizes information or materials for others; Reviews and checks the accuracy of information in work reports.
Self-Leadership
The ability to function effectively when under pressure and maintain control in the face of hostility. Demonstrates ethics and integrity. Displays and communicates drive and purpose, demonstrates self-control in pressure situations. Increases capacity to learn and increase self-awareness.
What you’ll get out of it:
- Working with a staff that has passion for our mission, believes in one another and has fun.
- The chance to work in an environment that empowers staff to take informed risks and create new programs and services.
- A chance to make a contribution in a fun job with room to make it your own.
- A strong and competitive salary and benefits package that focuses on your well-being and financial health.
Statement on Inclusive Hiring Practices:
The Endocrine Society embraces and celebrates the strength that unique backgrounds, perspectives, and experiences bring to our organization. We are committed to building and sustaining a culture of belonging, respect, and inclusion in the workplace. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, age, neurodivergence, national origin, or protected veteran status and will not be discriminated against on the basis of disability. This policy applies to all aspects of employment, including recruitment, placement, promotion, transfer, compensation, benefits, and termination. The Endocrine Society is committed to providing reasonable accommodations during our recruitment process. If you need assistance or accommodations, please reach out to our People Operations team.
Work Location:
This position is located in Washington, DC and walking distance to Metro and major bus lines. The Endocrine Society offers a flexible, hybrid work environment. Employees are expected to work from the office at least 2 days per week to foster our collaborative culture and support cross-functional interaction.
Endocrine Society offers a convenient downtown DC location within walking distance of Farragut North/Farragut West and Foggy Bottom Metro stations. Qualified candidates interested in a purposeful work environment, competitive salaries and excellent benefits, including a generous TIAA- CREF retirement plan with 10% employer contribution, submit resume and cover letter with salary requirements.