Meetings Coordinator

    • Job Tracking ID: 512468-814648
    • Job Location: Chicago, IL
    • Job Level: Any
    • Job Type: Full-Time/Regular
    • Date Updated: April 06, 2022
    • Starting Date: ASAP
    • Reports to: Senior Manager, Meetings & Conventions
    • Status: Non-Exempt
    • Level of Education: Bachelor's Degree preferred, or an equivalent combination of education, training and experience.
    • Career Level: Experienced
    • Years of Experience: Minimum 2 years related work experience
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Job Description:

Give your talent and meetings resources expertise even more meaning and impact as an important part of the team at The Society of Thoracic Surgeons. Our non-profit organization is dedicated to helping more than 7,500 surgeons, researchers, and allied health care professionals achieve the best possible outcomes for surgeries of the heart, lung, esophagus, and other chest-related surgical procedures.

Our ultimate goal is to improve the lives of patients everywhere. And you can play a major part in this worthy effort. Join us in this dynamic role, and see the positive difference your skills, high standards of quality, and team-oriented approach can make.

As part of the Meetings and Conventions team, coordinate activities related to meeting planning for the Society’s Annual Meeting and STS standalone meetings, including meeting logistics, registration, collaboration with vendors, and related administrative tasks. Reporting to the Senior Manager, Meetings & Conventions, this team-oriented individual will:

Primary Duties and Responsibilities

  • Assist in the implementation of logistical details for the Annual Meeting and STS -standalone meetings.
  • Produce on-site health and safety guidelines and assist with the production of the STS staff on-site handbook for the Annual Meeting.
  • Collaborate with the registration and housing vendor and staff colleagues in developing and implementing the Annual Meeting registration and housing system.
  • Assist with the logistical management of on-site registration, including coordination with general service contractor, convention center, and the registration and housing vendor.
  • Assist in shipping process for all STS meetings.
  • Coordinate room assignments and oversee logistics for ancillary events at the Annual Meeting.
  • Assist in budget creation, management, and reconciliation of all meeting-related invoices; track revenues and expenses to help ensure that they are aligned with budget.
  • Participate in RFP process and contract negotiations with a variety of vendors.
  • Assist in development of RFPs, conduct site searches, make venue recommendations, and negotiate contracts for smaller STS standalone meetings.
  • Assist other departments with the coordination of housing for VIPs, speakers, and staff, on-site logistical needs, and advance and on-siteregistration for smaller meetings.
  • Provide customer service to potential and confirmed registrants inquiring about registration and housing.
  • Track and report historical registration and housing data for assigned meetings.
  • Monitor critical dates for meetings and events.
  • Provide administrative support for the VP of Meetings and Conventions.
  • Other duties as assigned.

Experience and Skills:


Bachelor’s degree is preferred, or an equivalent combination of education, training, and experience.


Minimum of two years work experience in the meetings industry is required. CMP designation is desired. Professional association work experience is strongly preferred.

Essential Skills and Abilities

  • Excellent written and oral communication skills
  • Proficiency with Microsoft Office products
  • Demonstrated excellence in organization, planning, and follow-through capabilities; attention to detail
  • Ability to multi-task and manage several projects simultaneously
  • Ability to develop and maintain positive working relationships with co-workers, volunteer leaders, other organizations, and industry contacts; tact, diplomacy, and good judgment
  • Positive attitude in the workplace
  • Flexibility and adaptability to changing daily activities and schedules
  • Ability to travel, as necessary


Energy, creativity, initiative, eagerness to learn, and professionalism required. Candidate must exemplify the STS Core Values of Leadership, Quality, Diversity, Equity and Inclusion, Professionalism, Innovation and Collaboration.