Meeting Coordinator

Company Overview 

We are the American Academy of Sleep Medicine (AASM), an innovative professional medical association located in Darien, IL, a southwest suburb of Chicago. Established in 1975, the AASM is the only professional society in the U.S. dedicated exclusively to the medical subspecialty of sleep medicine. Our mission is to advance sleep care and enhance sleep health to improve lives. We represent a combined membership of over 11,000 accredited member sleep centers and individual members, including physicians, scientists, and other healthcare professionals who specialize in the sleep field. 

In pursuit of improving sleep health and promoting high-quality patient-centered care for all people, the AASM is dedicated to fostering a culture that is committed to excellence, inclusive, flexible, collaborative, appreciative, supportive, and innovative. Our staff connects to these team values in many ways, and we are looking for others who would like to experience the same. 

We value the benefits of work/life balance through a hybrid work environment. While regular office presence is not required for this hybrid position, we strongly encourage our employees to work in the office two days a week, with Wednesday as an anchor day to strengthen our collaborative and supportive culture. Managers (with direct reports) are required to work in the office on the anchor day. Generally, twice a year for two consecutive days, all employees report to the office for special staff meetings/functions. As a result, only local candidates will be considered for this position. 

Salary range: Starting at $50,000 

Job Summary 

As a Meeting Coordinator, you will play a key role in the planning and execution of national conferences and courses. In addition to managing a range of administrative tasks for the Meeting Department, this position requires strong organizational and interpersonal skills, as well as the ability to work independently with initiative and sound judgment. Your contributions will help ensure smooth and successful events. 

Responsibilities and Duties 

• Serve as the primary point of contact for the department, handling general inquiries about educational events, including continuing education and exhibitor-related questions. 
• Process exhibit and sponsorship applications, ensuring payments align with accounting records. 
• Support the sales department with managing and onboarding exhibitor and sponsor portals for assigned events. 
• Assist the meeting planner with onboarding and managing the speaker portal for assigned events. 
• Coordinate the creation of course registration sites and manage event registrations. 
• Provide support to attendees and speakers, responding to their needs through written and verbal communication. 
• Oversee office logistics, including managing shipments and ordering supplies for events. 
• Organize speaker logistics, forms, and post-event follow-up. 
• Obtain quotes from third-party suppliers (e.g., first aid, security, photographers) for assigned events. 
• Reserve meeting spaces and arrange meals for on-site events at the national office. 
• Assist with on-site registration management during events. 
• Process travel reimbursement requests for speakers. 
• Generate reports related to registration, speakers, sessions, exhibitors, sponsors, and budgets.

Qualifications and Skills 

• Minimum of 2 years of meeting/event planning work experience 
• Proficient with Microsoft Office products 
• Deadline driven, with an ability to handle multiple tasks with varying timelines and needs 
• Ability to work independently and as part of a team 
• Strong planning and organizational skills with great attention to detail 
• Strong customer service skills
• Proactively initiates tasks and consistently maintains a high level of productivity. 
• Excellent written and verbal communication skills 
• Travel (approximately 10%) which includes weekends 

Bonus Skills 

• Nonprofit medical association experience 

The AASM is proud to be an Equal Employment Opportunity employer. We celebrate diversity and are committed to creating an inclusive environment for all employees.   

Aside from the great job opportunity, we offer a collaborative and fun work culture with amazing benefits. Visit "Working at AASM" for a glimpse of AASM work life. 

• Affordable medical & dental coverage for you and your family 
• Free life & disability insurance 
• 3 weeks of PTO (personal/vacation/sick time) plus paid company holidays 
• 8 weeks PAID parental leave 
• Hybrid work environment 
• Flex-time hours 
• Business casual environment 
• Generous 401(k) plan 
• Flexible spending & dependent care accounts 
• HRA & HSA supported medical plans with employer contributions 
• Professional development assistance 
• Pet insurance 
• Theft ID coverage 
• Discounted fitness membership 
• Door Dash meal perks 
• Service recognition and peer-to-peer platform with reward points 
• Weekly “Wellness Wednesdays” with walk, stretch, and healthy snack breaks 
• Twice daily “plank breaks” 
• Seasonal staff events