New

Meetings Manager, ISEV

Executive Director, Inc.
United States, Wisconsin, Milwaukee
555 East Wells Street (Show on map)
Sep 25, 2025
Meetings Manager CLIENT ASSOCIATION: International Society for Extracellular Vesicles, ISEV POSITION REPORTS TO: Executive Director, ISEV DIRECT REPORTS: None EMPLOYEE STATUS: Exempt, Full-time (Minimum of 37.5 hours/week) ROLE TYPE/LEVEL: Mid-Level (Non-Supervisory) CLIENT/DEPARTMENT OVERVIEW: The International Society for Extracellular Vesicles (ISEV) is a global scientific society committed to advancing extracellular vesicle research, education, and clinical application. With members around the world, ISEV provides premier meetings, journals, and educational offerings. JOB OVERVIEW: This position works closely with the Executive Director of ISEV overseeing aspects of logistical, programming, abstract planning and on-site logistics for the International Society for Extracellular Vesicles (ISEV) annual meeting and other conferences. Additionally they work with the Executive Director in all areas of ISEV client activities, managing specific committee and administrative projects as assigned, along with any additional meetings that ISEV may become involved with. POSITION RESPONSIBILITIES (minimum of 37.5 hours/week ): Manage ISEV meeting planning efforts: oversee RFP process, negotiate contracts, coordinate meeting room requirements, work with various vendors for meeting management (i.e. A/V, Expo Services, Catering, Recording Services, Abstract Management, etc.), implement registration process, and prepare and organize supplies, equipment, hand-outs, and evaluations for meetings; With Marketing and Communications Manager, develop and edit promotional materials for ISEV meetings through ISEV communications channels including: Call for Abstracts, Online Preliminary Program, Save the Date announcements, meeting websites, advertisements, and others; Oversee production of the abstract supplement; Manage and communicate with invited speakers and abstract presenters; Assist with the creation and management of the meeting budgets; Create the sponsorship/exhibitor prospectus, with Executive Director; Coordinate exhibit application process with Executive Director. Oversee assignment of exhibit spaces, sponsor and exhibitor registration, sponsor promotion and on-site management; Review meeting-related vendors annually, researching new companies as needed; Perform site visits and analysis of future ISEV conference locations; Develop and create the Annual Meeting mobile application for on-site use; Oversee all on-site staff and the registration desk, perform daily room checks, be main contact for all on-site personnel; Develop and have printed all on-site signage and banners; Serve as staff liaison to the Meetings and Programs Committee, distributing meeting agendas and materials, and recording meeting minutes; Recommend operational process improvements to eliminate reoccurring issues or potential new issues; Provide backup for the Executive Director when needed; Perform all other duties as assigned. SKILLS AND QUALIFICATIONS: Excellent organizational and communication skills; team player; ability to prioritize varied assignments and handle multiple projects; proficiency in Word and PowerPoint; knowledge of Excel, Association Management System(s) and Outlook. EDUCATION/EXPERIENCE: Bachelor's degree. TRAVEL REQUIRED: Approximately 3-4 weeks per year. Some weekend and evening work may be required. WORK ENVIRONMENT: This is a full-time position is located in our office in downtown Milwaukee, WI and a minimum of two days onsite in the office (including Wednesday as an all-staff-in-office day) are a requirement of the role. PHYSICAL REQUIREMENTS: Minimal lifting required - usually at meetings or while exhibiting. Ability to move quickly within meeting facilities. ADDITIONAL INFORMATION: Some early morning, evening and weekend work may be required to meet client needs.