Meeting Logistics Specialist

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Position Description

The Meeting Logistics Specialist is responsible for a wide range of activities, led by the Manager of UNOS Meeting Partners to support meetings and events hosted by the United Network for Organ Sharing.

Key Responsibilities:

Department Administration

• Responsible for providing outstanding customer service to a wide range of external customers.
• Maintain inventory of supplies to be used at meetings and conferences.
• Take meeting notes to include discussions, action items and decisions made for the Meeting and Travel team.
• Acquire a working knowledge of UNOS/OPTN issues and activities.
• Instrumental in department research projects and data collections.
• Responsible for keeping department and organization calendars current.
• Maintains department supplies and order accordingly.
• Assist with the management of the department website.
• Contribute to continual process improvement through idea generation, new technology and creative ideas to expand our meeting & conference portfolio, increase efficiency, and enhance the meeting experience for stakeholder's experience.

Meeting and Event Management

• The position is also responsible for booking and supporting small meetings and events.
• Coordinate amenities and accommodations for meetings, conferences, special events, and VIP visits.
• Plan internal employee engagement events, teambuilders, and activities.
• Manage all aspects of the UNOS Exhibit Management program.
• Provide administrative support to a team of meeting planners.
• Works closely with the UNOS Facilities Team to support onsite meetings planned by Meeting Partners.
• Assist department head and planners with contracts monitoring, payment processing, data collection, bill reconciliation, and invoice requests for payments.
• Ability to travel domestically to provide onsite meeting and registration support.

Registration Coordination

• Respond to phone, email, and mail inquiries regarding registration and provide customer support assistance to members as needed.
• Manage all aspects of receiving, processing, and confirmation of registrations with the preparation and production of meeting materials, including attendee badges, tent cards, and event rosters as well as the shipment of meeting materials.
• Coordinate with staff to ensure that registration materials are accurate and up to date for distribution.
• Support meeting planners with building registration framework based on the meeting organizers needs.
• Perform other related duties as assigned.

Minimum Requirements

5 years of administrative experience and/or 3 years of meeting planning and/or special events or equivalent combination of education and experience required.

Critical Skills

• Demonstrated knowledge of meeting written and oral communication skills
• The ideal candidate is an energetic, forward-thinking, and creative individual with, high standards, impeccable attention to detail, and a professional image
• Ability to work quickly and efficiently on several projects at one time with minimal supervision, be results-oriented, work enthusiastically in a constantly changing environment
• Knowledge of Microsoft Office including Outlook, Word, Excel, PowerPoint, and Teams
• Experience working with internet and database applications
• Ability to travel domestically
• Knowledge of online registration tools, Customer Relations Management (CRM) database, and SharePoint

Additional Skills & Qualifications

• Intermediate level computer proficiency
• Professional writing and/or editing experience helpful, but not required

Education

High school diploma or GED required. A 4-year business, event planning or hospitality degree highly desired.

Physical Requirements

• General office demands
• Some overnight travel required

About Us

The United Network for Organ Sharing (UNOS) coordinates the nation's organ transplant system, providing vital services to meet the needs of men, women and children awaiting lifesaving organ transplants. Based in Richmond, Va., UNOS is a private, nonprofit membership organization. UNOS members encompass every transplant hospital, tissue matching laboratory and organ procurement organization in the United States, as well as voluntary health and professional societies, ethicists, transplant patients and organ donor advocates.

Top workplace in Richmond since 2014

UNOS is a great place to work! We're one of only a few organizations to be named a top work place in Richmond by the Richmond Times Dispatch for 8 years in a row.

Virginia Values Veterans Certified

UNOS is V3-certified! V3- Certified companies work with the Department of Veterans Services and other strategic partners to support Virginia's Veterans.

UNOS Benefits

For information on UNOS, including more information on employee benefits, take a look at the UNOS Employee Benefits Summary.

Authorization

Must be authorized to work in the US. Sponsorship is not available for this position.

Agency Statement

No Agencies Please.

UNOS provide equal employment opportunity for all applicants and employees. It will not unlawfully discriminate or permit harassment against any employee or applicant on the basis of race, ethnicity, color, religion, national origin, gender, age, disability, familial or marital status, military or veteran status, sexual orientation, gender identity and expression, genetic information, or any other characteristics or classification protected under applicable law (“protected categories”). This policy applies not only to hiring, but also to working conditions, benefits and privileges of employment, training, appointments for advancement, transfers, layoffs, recalls, terminations of employment and all other terms and conditions of employment.

UNOS is also an affirmative action employer. It takes affirmative action to recruit and provide opportunities for advancement to qualified females and minorities, individuals with disabilities, special disabled veterans and other protected veterans. It hires and promotes based on job-related requirements and individual qualifications. Action is taken to ensure the fulfillment of this policy as to all phases of the employment process including hiring, placement, training, upgrading, transfers and/or demotions, recruiting, layoffs and termination of employment.

UNOS invites individuals with disabilities and protected veterans to identify themselves, if they wish to do so. Such communication will be kept as confidential as possible and will be used only in accordance with the law. Candidates may contact the EEO/AA Officer at [email protected] to self-identify or request an accommodation.

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