Program Associate, Meetings

Are you interested in making a world of difference in cancer care?

Cancer strikes more than 10 million people worldwide each year. As the leading medical society representing doctors who care for people with cancer, the American Society of Clinical Oncology (ASCO) is committed to conquering cancer through research, education, and promotion of the highest quality, equitable patient care.

Who we are:
ASCO is a flexible, high-performance membership organization where employees collaborate to support our mission through evidence, care, and impact. Together with Conquer Cancer, the ASCO Foundation, we foster a culture that prioritizes customer-centricity, emphasizes teamwork, commits to quality, and values inclusion. Our culture, ASCO Works - Our Way of Working, has long enabled workplace flexibility and embraced technology to help us achieve balance.

ASCO offers competitive salaries, an excellent benefits package, and opportunities to participate in professional development programs. To learn what it's like to work at ASCO, click here.

Who we are looking for:

Are you looking for a challenging administrative position with a dynamic team in a fast-paced environment? Look no further! We are currently seeking a Program Associate of our Meetings Department to provide support for advertising, exhibits, housing, logistics, and registration for our ASCO meetings.

If you are looking for an exciting opportunity to utilize your administrative skills while making an impact, then we want to hear from you!

This position is hybrid, with a primary location in Alexandria, VA.

Responsibilities

• Provide administrative support to the Meetings Department.

• Content entry for and maintenance of ASCO Meetings advertising, exhibits, housing, logistics and registration pages on websites as well as the Calendar of Events and other meetings-related pages.

• Perform research as requested to support the selection of meeting dates, locations, fees, and initiatives; compile and communicate findings.

• Record complete and accurate minutes for all monthly meetings and department meetings as needed; identify action items and distribute notes in a timely manner to stakeholders.

• Coordinate and schedule appointments, including recurring routines, monthly meetings, ASCO holidays, and meeting-specific appointments such as the 101, function sheet, and tech script meetings.

• Provide ongoing support for ASCO Meetings including assisting with advertising weekly snapshots of sales sheets, sending weekly exhibits lists to stakeholders, pulling and reviewing flight manifests, tracking on Symposia special meal requests and staff meal RSVPs, pulling and disseminating various registration lists, and other duties as assigned.

• Assist with data entry for budget.

• Provide superior customer service to both internal and external customers both in person, in email and by phone, including answering the Meetings' customer service phone line and replying to emails in departmental email accounts.

• Assist with in-office tasks including meeting set up, booth closet maintenance, and shipping.

Required Education and Experience

• Bachelor's degree or equivalent work experience

• 1 year of related administrative experience

• Proficiency with Microsoft Office applications and comfortable learning new technology

Preferred Education and Experience

• Customer service and/or hospitality/service industry experience

• Prior experience working in fast-paced environments with a sense of urgency

Competencies

• Strong communication skills, including written, with ability to clearly convey and receive information

• Excellent customer service and interpersonal skills with professional, friendly, enthusiastic

• attitude.

• Strong communication skills, including written, with ability to clearly convey and receive

• information.

• Commitment to work effectively within a team environment to meet timelines and deliverables with a focus on customer service

• Excellent organizational skills and attention to detail

• Excellent time management skills with a proven ability to meet deadlines, multi-task and prioritize to achieve goals and objectives

• Receptive to open and regular feedback

• Willingness and ability to learn new technologies and tasks that are added to workload

• Strong analytical and problem-solving skills

Work Environment

Position will primarily be phone/computer based with travel to at least one meeting a year.

Hybrid work location. Fast-paced office environment.

ADA/Physical Requirements

Must lift up to 25 lbs.

Extended periods seated or standing at a desk.

High use of computer and other office technology equipment.

Travel

1-7 days/yr

Generous Benefits Package:

• Hybrid Work Environment

• Open Leave Policy

• Paid Family Leave

• 13 Paid Holidays per Calendar Year

• Staff Appreciation Days

• 401(k): 7.5% Employer Contribution

• Medical/Dental/Vision

• Employee Assistance Program

• Fertility and Family Forming

• Healthcare Concierge

• Flexible Spending Account(s)

• Healthcare Savings Account

• Disability and Life Insurance

The American Society of Clinical Oncology (ASCO) is an Equal Employment Opportunity (EEO) employer. It is the policy of the Company to provide equal employment opportunities to all qualified applicants without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, age, protected veteran or disabled status, or genetic information.

At ASCO, our goal is to foster and encourage a diversity of thought, experience, and background in our workplace. Our organization's culture is multi-dimensional, and we encourage our employees to leverage their unique perspectives and ideas.