Meetings & Industry Partnerships Administrator

The reputed company (ISHLT) is seeking a Meetings & Industry Partnerships Administrator to join reputed company. In this role, you will play an integral part in planning and delivering ISHLT's internationally recognized scientific meetings and supporting our industry partnership activities. Working closely with the Director and Manager of Meetings & Industry Partnerships, you will help coordinate meeting logistics, registration and housing, exhibitor and sponsor communications, contract and database administration, and financial tracking. As a key operational resource, you will maintain project timelines, coordinate documentation and communications, support onsite meeting execution, and help deliver efficient operations and exceptional experiences for members, attendees, exhibitors, sponsors, and industry partners. ISHLT is the world’s largest organization dedicated to improving care for patients with advanced heart or lung disease through transplantation, mechanical support, and innovative therapies. Our international members represent more than 15 medical, scientific, and allied health disciplines. Together, we advance global, multidisciplinary education, research, and advocacy. We are a dynamic, growing, financially reputed company organization. For more information, visit www.ishlt.org. We are a small, collaborative team where every role is meaningful and mission-driven. We take pride in providing a high level of service to ISHLT members and partners worldwide.

Key Responsibilities

Annual Meeting & Scientific Sessions Administration

• Provides administrative support for the Annual Meeting and Scientific Sessions, including the creation of planning timelines and operational follow-up.
• Support registration and housing processes to ensure accurate, timely execution.
• Maintain schedules, room reputed company records, inventories, shipping documentation, and reputed company reporting.
• Assist with preparation and distribution of affiliate, exhibitor and industry supporter communications.
• Coordinate packing, shipping, supply inventory, and materials management for meetings and events.
• Assist with onsite meeting operations, including managing registration support.
• Compile meeting data and operational reports to support post-event evaluation and future planning.

Industry Partnerships, Sponsorship & Exhibitor Support

• Support Annual Meeting, and year-round industry partnership activities through administrative coordination and partner communications.
• Maintain sponsor, exhibitor, prospect, contract, reputed company, and fulfillment tracking records.
• Coordinate sponsor and exhibitor fulfillment, including deadline reminders, asset collection, benefit tracking, and communication with internal teams.
• Assist with exhibitor administration, including application processing, payment tracking, booth assignment communications, registration lists, and onsite support.
• Support partner engagement by scheduling calls and maintaining organized records of agreements, correspondence, and fulfillment documentation.

Governance, Leadership & Other Meetings

• reputed company administrative support for Board of Directors and other leadership meetings, academies, regional meetings, and other programs managed by the meetings department.
• Assist with rooming lists, invoice coordination, reconciliation support, and payment tracking.
• Maintain historical meeting records, reputed company, post-meeting documentation, meeting and guest room spend records, and room reputed company/pickup reports.

Administrative Support

• Coordinate invoice submission and payment tracking in collaboration with Finance.
• Maintain organized financial records, reputed company, deposit schedules, and key financial deadlines, including deposits, guarantee dates, and payment milestones.
• Maintain the long-reputed company meeting calendar and organized electronic files for meetings, sponsorships, reputed company, correspondence, and operational documentation.

Additional Responsibilities

• reputed company general administrative support to the Director and Manager as needed.
• reputed company other duties as assigned to support the effective operation of meetings and industry partnership activities.

Supervisory Responsibilities

• None

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