Senior Meetings Manager

Job Description

Job Description

ABOUT US

Are you passionate about planning events that make a real impact? Do you thrive on organization, logistics, and creating exceptional experiences? If so, we invite you to bring your talents to our mission-driven organization!

The American Society of Transplantation (AST) is a non-profit medical association dedicated to advancing the field of organ transplantation and improving patient outcomes. With over 5,000 professional members, we are a small but mighty team where every individual plays an essential role in advancing transplantation.

We are seeking a Senior Meetings Manager to support the planning, coordination, and execution of AST’s meetings and events. This position requires a detail-oriented and highly organized professional who enjoys managing logistics, coordinating vendors, supporting speaker engagement, and ensuring seamless onsite operations. The Senior Meetings Manager will report to the Director of Meetings and collaborate across departments to deliver high-quality events that support AST’s mission.

POSITION SUMMARY

The Senior Meetings Manager plays a key role in supporting the planning, coordination, and execution of AST’s in-person meetings. Reporting to the Director of Meetings, this position is responsible for managing logistics, coordinating vendors, and ensuring seamless delivery of meetings and events. The ideal candidate is highly organized, detail-oriented, and thrives in a fast-paced, collaborative environment.

BENEFITS INCLUDE:

• Exceptional medical, dental, and vision coverage, 100% employer-paid with no employee premium contribution – Employee Only
• 401(k) plan with employer matching
• Flexible Paid Time Off (PTO) plus 11 paid holidays
• Summer Fridays with early dismissal
• Professional organization membership support
• Health club monthly reimbursement
• Annual professional development stipend
• A regional remote environment will be considered for candidates within a couple hours of Mount Laurel, NJ

CORE DUTIES AND RESPONSIBILITIES

• Lead volunteer committees in the program planning process, serving as the primary staff liaison, coordinating meeting schedules and materials, capturing action items, and driving follow-up to ensure timely completion of program milestones.
• Manage end-to-end event logistics, including housing, registration, audiovisual, catering, and transportation.
• Own and administer the abstract submission and review process, including reviewer assignment, scoring workflows, and system administration.
• Administer the event registration platform, including site build, attendee data management, and reporting.
• Maintain event budgets and process related invoices, and contribute to registration model and pricing strategy in partnership with the Director of Meetings.
• Manage on-site logistics including signage, room sets, tech checks, and support staffing.
• Liaise with speakers, moderators, and attendees regarding program participation and travel.
• Track continuing education documentation and coordinate with CME provider as needed.
• Support marketing and promotional efforts for meetings, including reviewing copy and managing deadlines.
• Prepare reports and event-related materials for internal and external stakeholders.
• This is not meant to be all-inclusive as other duties may be assigned.

EDUCATION & EXPERIENCE

• Bachelor’s degree or equivalent work experience
• Minimum of 3–5 years of experience in event coordination or meeting planning

SKILLS & COMPETENCIES

• Strong organizational and time-management skills
• Excellent communication and interpersonal skills
• Ability to manage multiple projects simultaneously
• Proficiency in Microsoft Office and event management platforms
• Experience with abstract management systems and registration platform administration
• Proficiency in project management software (e.g., Monday.com)
• Knowledge of continuing education compliance (CME/CE) is a plus

PHYSICAL DEMANDS/ WORK ENVIRONMENT:

• Position requires occasional travel (domestic)
• Must be able to work extended hours during peak event times
• Ability to lift and transport materials (up to 25 lbs)
• Standard office environment with prolonged periods of sitting or standing