The AATS is looking for an experienced Associate Director of Meetings and Conventions to manage and oversee all functions of educational meetings and conventions for the AATS. This individual will be responsible for the coordination of all planning and pre-planning stages of the event to final onsite execution, while maintain positive relationships with all vendors and providing unparalleled service to all program directors and volunteer leadership.
The position will report to the Director of Meetings, and will oversee a department of 4 within the Meetings Department.
Oversees 4-6 programs with between 50-5,000 participants on an annual basis.
AATS Director of Meetings
Establish and approve all meeting timelines and budgets for each educational meeting and work with the team in holding internal and external partners accountable
Source, negotiate, and execute all major contracts for vendors, hotels, and city-wide license agreements with convention centers
Liaise with audio-visual partners and decorator for Annual Meeting, and ensure that they are appropriately incorporated into the overall event
Manage relationship with venue site management/ownership
Conduct Site inspections as needed
Onsite main point of contact for Annual Meeting, and other events as needed
Utilize strong internal partnership skills while working cross-functionally with the development, marketing, and other internal teams in order to ensure that the Association’s vision is met
Work closely with Director of Meetings in managing of the Annual Meeting budget, keeping track of expenses and updating the team on costs so that they are able to be communicated to the internal teams as needed and in a timely manner
Ongoing reconciliation of all project expenses, including ensuring vendor invoices are accurate and paid, reflect all approved event expenses, and are in line with signed contracts
Provide solutions for presentation needs occasionally under high-pressure circumstances
Provide immediate response to requests for assistance to events in progress
Review the quality of the work within the meetings department in the planning process with the Director to ensure that it meets the Association’s standards
All other duties as assigned
Equal Employment Opportunity
It is the policy of the AATS to provide equal employment opportunity to all persons regardless of age, color, national origin, citizenship status, physical or mental disability, race, religion, creed, gender, sex, sexual orientation, gender identity and/or expression, genetic information, marital status, status with regard to public assistance, veteran status, or any other characteristic protected by federal, state, or local law.
Must be proficient in Excel for management of multiple projects involving complex data and timelines
Highly organized, detail oriented, and able to handle multiple projects simultaneously in a fast-paced environment
Excellent interpersonal, communication skills and computer proficiency are essential
Experience in working with diverse volunteer groups
Must have excellent facilitation and/or presentation skills
Ability to attend weekday evening meetings/conference calls when needed and work weekends when events arise
Able to remain calm and clear-headed in emergency situations
Good at managing both people and projects, and willing to accept responsibility
Capability to stand/walking for long periods of time
About American Association for Thoracic Surgery
The American Association for Thoracic Surgery is an international organization of over 1,300 of the world's foremost cardiothoracic surgeons representing 41 countries. Founded in 1917, its members have a proven record of distinction within the specialty and have made significant contributions to the care and treatment of cardiothoracic disease throughout the world.