Career Center
D.C. preferred but open to Nashville, TN, Austin, TX or within 200 miles of D.C.
Posted: 11-Jul-25
Location: Arlington, VA
Type: Full Time
Required Education:
Are you interested in starting your career as a Meeting Planner? Do you want to join a mission-driven organization that makes a difference in the U.S. healthcare landscape?
ASTRO is the premier radiation oncology society in the world, with more than 10,000 members who are physicians, nurses, biologists, physicists, radiation therapists, dosimetrists and other health care professionals who specialize in treating patients with radiation therapies. These medical professionals make up the radiation therapy treatment teams that are critical in the fight against cancer. Together, these teams treat more than one million cancer patients each year.
Reporting to the Sr Meetings Manager, the Meeting Coordinator is part of a larger meeting planning team and will provide logistical support in facilitating the planning of the Society’s Annual Meeting, Specialty Meetings and small pop-up meetings. ASTRO hosts both virtual and in-person meetings throughout the year.
NOTE: ASTRO offers a hybrid work environment. The position is based in Arlington, VA at ASTRO’s headquarters and eligible for telework up to 3x/week after an initial training period.
Primary job responsibilities will include the following:
Overall/All Meetings
- Assists with management of customer service inbox for the ASTRO Meetings Department. Must be familiar with all aspects of ASTRO’s events to provide accurate responses in a timely manner.
- Travels on site to the Annual Meeting and other events as needed (Advocacy Day and Specialty Meetings) to assist with the execution of on-site logistics and registration as needed.
- Process new vendor forms in ASTRO’s financial system. Input bills and invoices with approved budget codes for on-time payments.
- Assists with budget development and bill reconciliation for the Annual Meeting, Specialty Meetings, and other Society meetings as directed.
- Responsible for the data entry of meeting information into appropriate databases and space charts for the Annual Meeting and Specialty Meetings. This includes but is not limited to entering and reviewing session/event information, menus and audio visual equipment into database and spreadsheets. Generate and update BEOs as needed.
- Assists with the review and updating of department timelines and the meeting minder calendar for the department.
- Coordinates with staff on the creation, review and approval of various publications and forms.
- Provides website support by updating content in Kentico.
- Assist with registration and housing testing for all ASTRO meetings.
- Assists with the coordination of site visits and produces site visit materials.
- Assists with other meetings, projects and duties as assigned.
Annual Meeting
- Manages the logistical efforts for several specialty events and programs (e.g. International Attendee Breakfast, AAWR Luncheon, ARRO Program, ROI events, ASPP Program, ASTRO Bistro, etc.) held in conjunction with the Annual Meeting. Works with stakeholders as needed on their specific meeting specifications including menu selection, audio visual equipment, electrical/internet and other meeting needs. Acts as the main point of contact with the convention center/venue for all specialty events and programs. Generates function sheets, reviews BEOs and confirms floor plans for each event.
- Assists with content development for Annual Meeting publications, Annual Meeting Portal and other areas that may be assigned. Develops timeline/production schedule and coordinates the editing process with key stakeholders.
- Coordinates the logistics for the ARRO Reception to include assistance with venue research, contract negotiations, menu selection, budget development, adherence to budget, bill reconciliation and on-site logistical support.
- Assists with the attendee and exhibitor registration process which includes development of registration forms, updating website content, testing the registration websites, providing registration assistance and creating weekly registration reports as may be needed.
- Coordinates the BEO process for the Annual Meeting which includes development of convention center space chart, data entry of meeting information into appropriate databases, creation of BEOs and sending to vendor stakeholders and managing BEO change process.
- Manages the digital sign process to include session room signs, General Session signs, faculty recognition sign and convention center digital signage. Develops timelines, identifies content to be displayed with key stakeholders, works with AV provider and/or the ASTRO design team on creative assets and coordinates the editing process with stakeholders.
Specialty Meetings
- Assists with meeting logistics for the Multidisciplinary Head and Neck Cancers Symposium and the Radiopharmaceutical Therapy Cancer Symposium. Provides general logistical support for the educational content of the meeting. Creates floor plans with AV vendor for offices, general session and breakout rooms, faculty reception, etc. Works with general service contractor on any signage needs for the educational program and maintains manifest for all signs for meetings. Assists with timelines, space charts and website updates. Data entry of menus and meeting rooms as well as the meeting specification for offices, registration, general session, breakout rooms and faculty reception. Coordinates BEO process for department and manages BEO change process.
- Manages the registration process for the Multidisciplinary Head and Neck Cancers Symposium and the Radiopharmaceutical Therapy Cancer Symposium and serves as the main point of contact with registration vendor. Registration duties include but are not limited to developing registration forms, registration and attendee policies and other registration information for the website; working with stakeholders to implement logic for the registration process; coordinating the online registration testing process; determining badge layout and design and logic; inventorying and ordering registration supplies; identifying and contracting with temporary staffing vendor for registration; and, updating and sending out weekly registration reports.
- Directs shipping process with Office Manager for the Specialty Meetings. Works with staff and shipping vendor on the development of the shipping schedule and prepares shipping manifest. Maintains detailed inventory of materials shipped. Prepares supplies and materials to be shipped to meetings.
- Coordinates Society’s small pop-up meetings. Research venues and sends out RFPs, assists with contract negotiations, works with staff on meeting requirements, generates and submits meeting function space sheets, prepares rooming list and sends out hotel confirmations, coordinates dinner and transportation arrangements as needed, etc.
- Assists with the execution of the virtual ADROP Retreat and helps on site with the ADROP Annual Meeting.
Qualified candidates will have:
Minimum Qualifications
Education/Experience
Bachelor’s Degree with a minimum of 1-2 years of event planning experience in an association environment or related work experience. Familiarity and experience with large events with 10,000+ attendees preferred.
- Prior experience in planning meetings/events. Familiarity with contracts and some experience with contract negotiations.
- Excellent computer and technical skills. Experience working with databases, website and app testing and updating web content. Proficiency in Microsoft Office Suite.
- Superior oral and written communication skills.
- Ability to work at a fast pace, understand priorities, pay close attention to detail, produce accurate work, and meet critical deadlines.
- Strong customer service and interpersonal skills with the ability to relate well to different people from varied backgrounds and different situations; e.g., internal staff, volunteers, physicians, and other external entities.
- Excellent team player with ability to work independently and take initiative.
Working Conditions
General office. Some travel required approximately 5% of the time (one time/year during week-long Annual Meeting)
ASTRO offers a competitive salary and excellent benefits package which includes:
- Flexible work arrangements including telework up to 3 days/week
- After 1 year of employment, you are eligible for one month of “work from anywhere” per year; after 10 years, you are eligible for fully paid 1 month sabbatical leave
- Medical, dental and vision insurance, majority company paid
- 401K with immediate company contribution
- 23 days of Paid Time Off annually
- 13 Paid Holidays
- Student loan repayment assistance + tuition reimbursement
- Employer paid short and long term disability insurance and more
Please see our website www.astro.org for more information about ASTRO.
To apply, submit cover letter, salary requirements and resume by clicking:
We are an equal opportunity employer.
