Meetings and Education Manager, San Francisco, CA

Executive Summary:

Everyone knows that anesthesia works, but remarkably, we still don’t know the exact brain mechanism that makes it work. The International Anesthesia Research Society (IARS) is looking for answers to the biggest unanswered questions in the anesthesia field. We provide a forum for anesthesiology leaders to share information and ideas by maintaining a worldwide membership of more than 15,000 physicians, physician residents, and others with doctoral degrees, as well as health professionals in anesthesia-related practice.

Our annual meeting is attended by over 1,000 of the world’s leading anesthesia educators and investigators. They come to find out about the latest advances in research and the best practices in anesthesia clinical care. Additionally, we hold three to five Committee and Board meetings throughout the year and host a fundraiser in conjunction with the Annual Meeting.

Reporting to the Marketing, Meetings and Education Director, your responsibility is to work with the Director to implement all meetings and exhibits, education programs, abstract programs and related activities. About 75% of your time will be spent on the education portion of our programs including managing speakers (100-125) and handling the abstract program (450 – 650 for the annual meeting). If you pride yourself on your ability to get a large volume of tasks done, creativity, ability to multitask, attention to the smallest detail, and collaborative style, you will enjoy this position. Things change all the time, and you need to be sure you are keeping your eyes and ears open for information that may shift direction for what you need to do. Your openness and ability to communicate regularly with the Director will ensure your success.

Your travel will consist primarily of spending 7 days at the annual meeting site including set-up for the 4-day conference. There may be additional travel as necessary to other meetings.

Organizational information:

The IARS mission is to encourage, stimulate, and fund ongoing anesthesia-related research projects that will enhance and advance the specialty, and to disseminate current, state-of-the art, basic and clinical research data in all areas of clinical anesthesia, including perioperative medicine, critical care, and pain management. The IARS is focused solely on the advancement and support of education and scientific research related to anesthesiology. In the past six months, we have awarded $1.2M in research grants to 8 researchers to fund anesthesia research.

We are a non-political, not-for-profit medical society founded in 1922 to advance and support scientific research and education related to anesthesia and to improve patient care through basic research.

In this role, you will:

• Effectively implement assigned responsibilities related to the planning and execution of the Annual Meeting such as the set up and maintenance of multiple databases (Speakers, CME, Abstracts and Membership), onsite signage, program proofing, room sets, audio visual, catering and special events.     
• Manage and roll out the Annual Meeting Abstract Program. Responsibilities include database and abstract submissions management; review, grading and selection process for submissions; entrant notifications; abstract presenter session scheduling; reviewer and moderator notifications; and management of the abstract info mailbox and related inquiries. Onsite duties include ownership of abstract presentation room set up, signage, and room monitoring.
• Assist direct supervisor with the Annual Meeting Speakers process including distribution of email invitations, permission forms, confirmation tracking, hotel and registration needs, post-meeting reimbursements, thank you letters and general inquiries; maintain schedule information in database.
• Manage and implement IARS accreditation processes for ACCME. Create and actualize policies, timelines, schedules, and all documentation needed to meet established deadlines and reporting requirements. Communicate with Affiliate Societies and A&A staff to ensure ACCME compliance is achieved. Support direct supervisor and Executive Director with tasks related to ACCME process.
• Create and maintain Meeting and Education department product, schedules and timelines (Abstracts, CME, Annual Meeting, Competitive Meetings, etc.), as well as hard copy and electronic department files, folders and how-to binders.
• Plan and implement other meetings and events throughout the year such as the Board of Trustees, Editorial Board, and IARS representation at affiliate society meetings.
• Respond to questions and requests for Meetings and Education information from multiple entities (i.e. members, vendors and staff).
• Perform other duties as assigned.

Requirements and Attributes

This position requires the following: 

• Bachelor’s degree.
• Minimum of five years of experience coordinating and managing three to five meetings and conferences per year.
• Proficiency in written and verbal business communication; comfortable dealing with medical and academic professionals.
• Excellent customer service and interpersonal skills.
• Flexibility and maturity required; ability to work with shifting priorities and deadlines essential.
• Ability to work independently and prioritize without direct supervision.
• Experience with Microsoft Office Suite and event/speaker database experience preferred.
• Overtime and travel as required (varies by meetings and includes weekends).

Attributes of the Successful Meetings and Education Manager

Accountable: You earn trust by your actions. You set the standard for meeting and exceeding expectations. You are consistent with your follow-through and known for how you ‘get things done.’  

Organized: You are highly organized; you are able to find solutions to problems and are precise with providing details. You proficiently track the necessary details and effectively disseminate information. You use checklists and thrive on advanced planning. You enjoy keeping multiple balls in the air while working on several projects. You have command of both the process and the details.

Proactive: You think ahead, anticipate challenges, and take things from start to finish. You don’t wait for things to happen, you initiate action and make things happen.

Problem solver: You are tenacious and not easily put off when faced with a difficult task. You think about what a process should be, evaluate the options, and implement solutions. You love a good challenge and you find it deeply pleasing when you contribute to the success of others. You dive in without being asked and you work with a sense of urgency. You go beyond knowing what needs to be done and understand why it needs to be done. You like to solve a variety of problems, and you like to get it done. No task is too big or too small.

What’s Attractive to the Right Candidate?   

• Because we are a small office, you will make a mark on our organization and have the opportunity to impact our meetings and education programs.
• Ours is an exciting, engaging, fast-paced and mission-driven work culture focused on making a real difference in the lives of patients worldwide.
• Our staff is talented and we push each other substantially. You will have the opportunity to experience significant professional growth.
• We provide a supportive, flexible environment. Although we expect a lot from you, we support both your personal and professional needs.
• We offer an excellent benefits package and competitive salary.  

To Apply for the Meetings and Education Manager position at IARS:

Simply email a Word version of your resume to Dorsey Davidge at resumes@staffingadvisors.com with “IARS, Meetings and Education Manager / 2012-1562” in the subject line of the email.