2 remote home based openings! Work from home as a Virtual Meeting Coordinator if you are organized, reliable and have a modern home office with all necessary video conferencing and other equipment/software. Part time, 20-25 hours per week. Flexible hours but you must be available whenever needed which may sometimes be mornings, afternoons, evenings, weekends or late nights – depending on the timezones involved. 

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ABOUT THE OPPORTUNITY

We are a not-for-profit organization that works with the medical community supporting infectious disease reporting, studies, and education and training programs.

Position Overview

The Meeting Coordinators will provide logistical and administrative support for very busy executives and experts who are working from a variety of locations and timezones.

Essential Responsibilities

• Maintain registration database and assist new users
• Coordinate training and exam registrations and sessions, communicate and answer questions regarding deadlines
• Create and maintain distribution of schedules
• Organize schedules and calendars for top professionals
• Coordinate the logistics of upcoming Board of Director’s meetings and other virtual group gatherings and meetings
• Distribute agendas, instructions and other documents via email
• Provide assistance with meeting planning activities
• Handle all speakers, materials, and attendees including making sure everyone can login and access the virtual conferences
• Create documents for each meetings using MS Word and Powerpoint
• Transcribe meeting video to create a text file of full version indicating each speaker’s full name and title – some medical terminology is helpful for this task
• Respond to phone and email inquiries, voice mail messages, social media posts, and send (mail, email and digital dropbox) documents when requested
• Serve as point of contact for registration inquiries and liaise between experts, medical staff, attendees, customers and others

Other Responsibilities

• Other duties as assigned
• Help organize materials for annual live feed presentations
• Assist with compilation and assembly of guide books

Required Skills

• Detail oriented with strong organizational skills
• Proficiency in MS Office suite (Word, Excel, etc.)
• Ability to prioritize deadlines and manage multiple tasks in a fast-paced environment
• Team player and ability to demonstrate initiative
• Strong proofreading, editing, and writing skills helpful
• Basic HTML skills, ability to work database data entry and reporting skills
• Working knowledge of calendaring and virtual conference software
• Ability to professionally interact with vendors, members of the medical community and other colleagues

Preferred Minimum Qualifications and Experience

• Two years previous office support or administrative experience in similar setting
• Experience supporting virtual meetings is preferred, not required

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