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 11000 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 : $50000-$55000 commensurate with experience

Job Summary

As a Meeting Coordinator you will play a key role in the planning and execution of national conferences and 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

Bonus Skills

The AASM is proud to be an Equal Employment Opportunity employer and a recipient of the 2025 Best Workplaces in Illinois award . 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 Working at AASM for a glimpse of AASM work life.

Required Experience :

Manager

Key Skills

Corporate Risk Management,Electronics,Infection Control,Bakery,ELV,Accident Investigation

Employment Type : Full-Time

Experience : years

Vacancy : 1

Monthly Salary Salary : 50000 - 55000