logistics manager Remote
Job description
JOB DESCRIPTION
Under the supervision of the Executive Manager of the Conference on Retroviruses and Opportunistic Infections (CROI), the Conference Logistics Manager will manage the meeting’s logistics, including the live presentation technology and show look (including signage and rigging) for an annual global medical and scientific hybrid conference (www.CROIconference.org) scheduled for March 2024 in Denver. This is a full-time or contract position with the ability to work remotely until the run-up of the hybrid conference when an onsite presence will be required.
PRIMARY RESPONSIBILITIES INCLUDE:
· Serves as the central point of communication and collaborates with internal teams and external vendors to ensure seamless execution of all logistics, including but not limited to the venue and hotel meeting room layouts, food and beverage, audio-visual and technological needs, local transportation, and special events
· Pre-conference accountabilities include:
· Create RFPs, source, and negotiate contracts for audio-visual, decorating, rigging, and food and beverage vendors ensuring the providers and terms are favorable to the conference and within financial parameters
· Coordinate design and implementation of the show look with graphic designers and venue decorators from concept to onsite setup
· Provide timely updates on conference logistic developments and work with internal teams responsible for the scientific program, speaker preparation, website development, materials, and social media platforms
· Onsite management includes:
· Manage all onsite logistics, including meeting room preparation and setups, coordinate technologies and ensure that system checks of all equipment and connectivity are performed for all rooms, and troubleshoot issues for prompt resolution
· Oversee services for transportation, accommodations, meals, and any off-site events
· Providing onsite support for addressing faculty and/or attendee issues related to logistics in an effective and timely manner
· Perform post-program vendors’ invoice reviews and required reports
· Perform other duties and responsibilities as assigned
DESIRED EDUCATION AND SKILLS
· A minimum of 5 years of onsite, onsite conference experience working for an organization delivering regular onsite meetings throughout the year
· Must be a self-starter with excellent organizational skills and thorough knowledge of complex conference planning and execution
- Experienced with audio-visual, technology and meeting logistics-related contracts a must
- Ability to establish priorities, work independently, successfully execute multiple ongoing projects, and proceed with objectives with minimal supervision
- Must be highly organized with creative problem-solving, analytical skills, agile under pressure, and impeccable business judgment
- Excellent interpersonal and relationship-building skills across several diverse technical and non-technical groups
- Demands a high level of attention to detail and the ability to work with and meet strict deadlines
- Availability to work with a team based in the Pacific Time Zone
JOB TYPE AND COMPENSATION:
· Full-time. Onsite or remote
· Compensation commensurate with experience and consistent with standard non-profit salaries
ABOUT CROI
The Conference on Retroviruses and Opportunistic Infections (CROI) was established in 1993 to provide a forum for basic scientists and clinical investigators to present, discuss, and critique their investigations into the epidemiology and biology of human retroviruses and associated diseases. The synergy of basic science and clinical investigation has been a major contributor to the success of the meeting. CROI has facilitated the presentation of important discoveries in the field, thereby accelerating progress in HIV and AIDS research. The best and most consequential original research defines the science at CROI, including research in HIV, hepatitis viruses, SARS-CoV-2, monkeypox, and other viral infections and their related conditions.
ABOUT THE IAS-USA
Headquartered in San Francisco, the IAS-USA has led cutting-edge, technical, and complex physician education for the past 30 years with a long record of success.
The mission of the International Antiviral Society–USA (IAS–USA) is to improve the prevention, treatment, care, and quality of life for people with or at risk of HIV or other viral infections and their associated health conditions through high-quality, relevant, balanced, and needs-oriented education and information for practitioners and scientists who are actively involved in medical care and research.
Job Types: Full-time, Contract
Pay: $65,000.00 - $70,000.00 per year
Schedule:
- Monday to Friday
- Weekend availability
Shift availability:
- Day Shift (Preferred)
- Night Shift (Preferred)
Work Location: Remote
