Career Center

Position: Coordinator of Meetings  

Reports to: Sr. Manager of Meetings 

FLSA Status: Exempt 

Job Summary 

This position assists in the coordination of logistics related to SGO events, with additional involvement in other areas of association management as required.  First impressions matter! The incumbent will often be the first point of contact to volunteer leaders, vendors and attendees. This position requires multitasking, problem solving, and strong attention to detail.  

Primary Responsibilities 

• Develops event registration documentation (categories/pricing, ribbons list, etc.), managing payment and refund processing and oversee onsite registration logistics for meetings, as needed. 
• Coordinates event housing block and housing reports for all SGO events, including VIP, vendor, and affiliate blocks.  
• Updates RFPs for yearly events and distribute to appropriate destinations or National/Global Sales Representatives. Assist team members with negotiating rates and meeting concessions. 
• Facilitates Minimally Invasive Surgery (MIS) course logistics – housing, bussing, & F&B. 
• Maintains supplies for Meetings Team. 

• Organizes receipts and reconcile department expenses monthly; issue reimbursements, and track payments, as needed. 
• Manages Typeform account – develop forms, as needed. 
• Manages Meetings Zoom account – generating meeting links, as needed. 
• Generates arrival/departure manifests for VIP travel, as needed. 
• Monitors and respond to inquiries sent to the meetings@sgo.org. 

• Responsible for reporting and record keeping for event logistics and content development, as assigned. 
• Responsible for sponsorship fulfillment, ISS sales and other event logistics, as assigned. 
• Responsible for the development of onsite and virtual event materials, as assigned.  
• Coordinates shipments for all SGO events. 
• Perform other duties as assigned. 

Physical Demands 

Nature of work requires an ability to operate standard business office equipment. Requires ability to communicate verbally and in writing in an exchange of information; collect, compile and prepare work documents; set-up and maintain work files.  Occasional day and overnight travel by air and/or automobile may be required.  

Working Conditions 

Majority of work is performed in a general office environment. Work may be performed remotely or in the SGO Chicago office, by mutual agreement with the employees’ supervisor.  

Salary and Benefits 

This is a full-time position (37.5 hours/week). Salary is commensurate with experience. SGO offers a comprehensive and generous benefits package including PTO, health insurance, and a 401(k) retirement plan to its full-time employees. 

SGO is an equal opportunity employer and considers all applications without regard to race, color, religion, creed, gender, national origin, age, disability, marital or veteran status, sexual orientation, or any other legally protected status.

This description is intended to indicate the kinds of tasks and levels of work difficulty that will be required of positions that will be given this title and shall not be construed as declaring what the specific duties and responsibilities of any particular position shall be. It is not intended to limit or in any way modify the right of any supervisor to assign, direct and control the work of employees under his/her supervision. The use of a particular expression or illustration describing duties shall not be held to exclude other duties not mentioned that are of similar kind or level of difficulty.