https://careerhq.asaecenter.org Latest Association CareerHQ Jobs Wed, 22 Apr 2026 10:32:21 Z https://careerhq.asaecenter.org/jobs/rss/22218211/coordinator-meeting-operations https://careerhq.asaecenter.org/jobs/rss/22218211/coordinator-meeting-operations Alexandria, Virginia, The American Academy of Otolaryngology-Head and Neck Surgery is seeking a Coordinator, Meeting Operations. The Coordinator, Meeting Operations coordinates logistics for the Academy’s primary annual meetings as well as smaller meetings and events. This position reports to the Chief of Programming & Partnerships. This position is hybrid with Monday/Tuesday/Wednesday onsite in Alexandria, VA and Thursday/Friday remote. Coordinates logistics for the Academy’s primary event, the AAO-HNS Annual Meeting & OTO Experience, plus smaller meetings and events Coordinates pre-event and onsite logistics related to special events and Committee / Board meetings occurring at the Annual Meeting & Expo Works with conference vendors to ensure high quality services and performance prior to and during the event Provides support for specialty societies with meetings in conjunction with the Annual Meeting Performs onsite conference tasks, such as session room and event checks Provides content and updates / edits for marketing materials for onsite Annual Meeting & Expo communications Assembles and coordinates event materials shipments Complete the billing process for all contracted hotels for the AAO-HNS Annual Meeting Conducts inventory of meeting supplies and materials (awards, badge holders, ribbons, badges, etc.) Researches and presents options for / recommends event vendors Reviews for accuracy and processes vendor invoices Provides general administrative assistance within the BU, including monitoring and responding to email inquiries, taking and distributing meeting minutes, assisting with tasks related to Board of Directors meetings, creating Staff Essentials Handbook for onsite staff at Annual Meeting, maintaining project management and SharePoint sites, maintaining digital files for meeting and vendors, participating in and coordinating travel for site visits and face-to-face meetings, and assisting with planning and / or executing staff events as assigned Requirements Associate’s or Bachelor’s degree in related field (relevant experience and/or certifications may be substituted for a degree) 2+ years of relevant experience, preferably working in association exhibits and / or sponsorship corporate support Experience with medical and / or scientific association exhibits and meetings Experience working with Cadmium or other meeting management software Proficiency in MS Office (Word, PowerPoint, Excel, Outlook, etc.) Excellent team player, willing to assist staff members as assigned Able to learn new skills and information and put to immediate use Able to swiftly change priorities and adapt to change High level of productivity with multiple, concurrent projects; dependable and able to meet due dates Strong interpersonal skills, demonstrated ability to establish and maintain positive working relationships with others, both internally and externally, and to maintain professional demeanor when under pressure Excellent verbal and written communication skills Some domestic travel is required. The American Academy of Otolaryngology-Head and Neck Surgery is an Equal Opportunity Employer. Tue, 21 Apr 2026 12:01:34 -0400 https://careerhq.asaecenter.org/jobs/rss/22186207/association-management-account-director https://careerhq.asaecenter.org/jobs/rss/22186207/association-management-account-director Alexandria, VA, Are you awesome? Have you worked in associations? Do you thrive in a fast-paced, autonomous environment? Are you ready for your next challenge? Then, this is the job for you! (If you answered No to any of these questions, move on.) The general duties of the Account Director include management of the “nuts to bolts” for association clients, including member database and fulfillment, board relations, marketing/communications, meeting and event management, program management (e.g., scholarships/grants/sponsorship), budgeting/financial concerns, and general association administration. The best fit is a "jack of all trades" who enjoys a fast pace and attention to detail to keep our clients on task and happy. Must be willing to do everything from stuffing envelopes to brainstorming the next big thing. The Account Director will have primary oversight responsibility for two association clients.  Account Directors serve as the primary point of contact and are responsible for administrative functions including Board liaison to the membership, communications, and event staff, coordinating association finances with the bookkeeper, and managing outside vendors. Account Directors have the ultimate responsibility of ensuring that client tasks are completed properly and on time. We are currently allowing staff to work from home up to two days a week, dependent upon the need to be in the office for meetings and events. This is not a completely remote position. General Answering phone lines (PMR and all clients) Attend staff meetings Maintain organized filing system Effectively communicate project status with other team members Complete special projects as assigned Coordinate efforts with other staff as applicable Administrative Administer and improve the clients’ missions Develop goals & plans for clients; participate in strategic planning Maintain knowledge of client industry and current events Maintain organization of client filing system (email and hard copy) Ensure that incoming client communications are received, reviewed and addressed by appropriate staff Ensure all important administrative files are available (bylaws, articles of incorporation, IRS determination letter, etc.) Monitor client storage, track inventory of items in storage Periodically review bylaws and coordinate amendment process Represent client at industry meetings and networking programs to promote the interests and issues of the organization Develop & maintain industry calendar of events Assist in preparation of and monitor annual budget Board Relations Day-to-day coordination with Board Members and select Committee Chairs Identify new Board members, support Nominating Committee and manage election process Coordinate logistics associated with Board meetings/retreats Attend Board meetings Coordinate minute-taking or take meeting minutes at board meetings Note board meeting action items and follow up on them with appropriate staff and/or board member Design and implement of Board policies, governance materials, and Board orientations Prepare annual Board binder, materials, and/or orientation Assist client leadership in development of Board agendas Prepare and distribute Board meeting notices; Distribute meeting agendas, proxies, financial reports, membership reports, and all post-meeting minutes, reports, and materials Monitor attendance at Board meetings Report regularly to client contact on administrative and technical activities Periodically review scope of services Financial Properly code incoming invoices from vendors Provide information needed to bookkeeper to generate accurate financial reports (research any discrepancies in reports) Communications Monitor/respond to client email; forward relevant emails to other staff for follow up Oversee development of all communications (website, mass emails, press releases, flyers, etc.) Membership Work with membership committee to build membership, increase prospects Maintain membership database Manage new member onboarding and renewal processes Serve as a customer service representative to members Events/Programs In conjunction with client/Event Director: Develop and monitor event budget (including establishing registration fees) Develop and monitor event timeline Develop & maintain a master calendar of events for client Participate in event committee meetings Track event sponsorships; fulfill benefits Track event speakers, coordinate participation Assist in agenda development Manage event registrations, liaise with support vendors, prepare for and staff onsite events Manage virtual programs and events Draft content for event programs and materials Attend programs: liaison with speaker, Board, and members Qualifications At least 4 years experience in association management and/or association/nonprofit environments. Knowledge of military protocol and ranks a plus Comfortable with decision-making and substantial autonomy Event management skills Demonstrated experience in troubleshooting and knowing what the client wants before they know they want it Experience managing employees/volunteers Organized, high attention to detail Ability to work concurrently on multiple tasks and meet required deadlines Professionalism and strong work ethic Capacity to work in a team environment Job Requirements Ability to work from our office location, currently at 2800 Eisenhower Avenue, Suite 210, Alexandria, VA 22314 Ability to read, speak, hear, understand, and communicate in English Ability to work evenings and occasional weekends Ability to travel out of town for up to seven days Proficient in Microsoft Windows, Microsoft Word, Microsoft Excel, Microsoft PowerPoint, Adobe Acrobat, Email Clients, Web Browsers Exceptional level of customer service and interpersonal skills Comfortable with public speaking Presentation skills Experience managing staff Reliably transport up to the equivalent of a full pack & roll, medium-sized box, and a sign case Reliable personal transportation and comfortable driving in the DC Metro area (to attend meetings & events) Mon, 13 Apr 2026 11:06:41 -0400