Ruggles Service Corporation, a distinguished medical association management company headquartered in Richmond, VA, is currently seeking a highly motivated and organized Corporate and Educational Support Coordinator and Membership Coordinator (dual administrative assistant roles). The successful candidate will play a pivotal role in providing comprehensive support to our physician members and pharmaceutical exhibitors, working closely with several prominent state and national medical associations. The Corporate and Educational Support Coordinator supports the Director in planning, organizing, and executing medical association meeting exhibit shows and sponsorship. The Membership Coordinator supports the Director with the maintenance of association membership. This position directly reports to the Membership Director and Director of Corporate and Educational Support.

Key Duties and Responsibilities:

Corporate and Educational Support Coordinator

• Corporate and Educational Support Coordinator assists with organizing and managing exhibitions where businesses gather to market their products or services to meeting attendees. Duties include planning the event, securing sponsors and vendors, and ensuring that the show runs smoothly.
• Assist in the planning and execution of medical association meeting exhibits, necessitating occasional travel for on-site exhibit hall management and meeting support.
• Maintain exhibits and sponsorship database.
• Create and maintain, in coordination with the Director, a comprehensive, long-term exhibits communication and promotion calendar.
• Create schedules for all exhibition deliverables and regularly check adherence to deadlines.
• Follow up on new exhibit and sponsorship agreements in a timely manner.
• Record all exhibit and sponsorship agreement related payments and follow up on outstanding invoices in a timely manner.
• Answering phone calls and responding to emails in a timely manner
• Other duties as assigned.

Membership Coordinator

• The Membership Coordinator assists with organizing and managing dues billing cycles for members to maintain current membership.
• Maintain and facilitate dues billing schedule.
• Maintain membership database.
• Answering phone calls and responding to emails in a timely manner.
• Handling member’s request as needed.
• Create and update membership dues notices.
• Create and update membership emails through Constant Contact and regular email services.
• Assist with membership reports.
• Run multiple lists from the database as requested.
• Help with member recruitment and retention strategies.
• Update and maintain membership applications (printable and online).
• Other duties as assigned.

Other Key Responsibilities and Expectations:

• Provide exceptional customer support and ensure physician members, exhibitors, and sponsors’ needs are met efficiently.
• Occasional travel for on-site registration and meeting support.
• Maintain a structured and timeline-oriented approach to manage multiple tasks and responsibilities effectively.
• Demonstrate a proactive attitude, taking initiative to address issues and streamline processes for optimal efficiency.
• Exhibit outstanding written and oral communication skills to facilitate clear and effective interactions with stakeholders.
• Proficiency in Office 365 is mandatory, while experience with Constant Contact is preferred.
• Collaborate with various teams within the organization to ensure the seamless operation of membership and exhibit-related activities.
• Uphold the highest standards of professionalism, ethics, and confidentiality in all interactions and tasks.

Qualifications:

• A strong attention to detail and the ability to work within strict timelines.
• Exceptional multitasking skills to handle various responsibilities concurrently.
• Demonstrated initiative and a proactive approach to problem-solving.
• Excellent written and oral communication abilities.
• Proficiency in Office 365 is required, and experience with Constant Contact is a plus.
• A commitment to maintaining the utmost professionalism and confidentiality.
• A willingness to adapt to the evolving needs of medical associations and their members.

We offer competitive compensation and a comprehensive benefits package. If you are ready to join our dynamic team and make a significant impact in the medical association management field, please submit your resume and a cover letter to jobs@societyhq.com.

Note: No phone calls, please.

At Ruggles Service Corporation, we are committed to fostering a diverse and inclusive work environment. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, or protected veteran status. We encourage candidates from all backgrounds to apply and become part of our dedicated team.