Senior Specialist – Annual Meeting & Live Events
New England Society of Association Executives, Arlington, VA, United States
The Senior Specialist, Annual Meeting & Live Events plays a critical role in the planning, execution, and continuous improvement of the American Burn Association’s (ABA) Annual Meeting and other live educational events. This position serves as a central operational lead, ensuring seamless coordination across program development, speaker management, attendee experience, event logistics, and technology platforms.
This role requires a highly organized, detail-oriented professional who thrives in a fast-paced environment and is comfortable managing complex timelines, multiple stakeholders, and a range of event technologies, including Cadmium, Learning Management Systems (LMS), Association Management Systems (AMS), and advanced Excel-based tracking tools.
Working closely with the Senior Division Director and cross-functional teams, the Senior Specialist supports the development and delivery of high-quality, accredited educational activities aligned with ACCME standards and adult learning best practices. The role ensures that live events are executed with excellence, aligned with strategic goals, and deliver meaningful, outcomes-driven learning experiences for attendees, faculty, exhibitors, and partners.
This role is designed as a high-impact growth opportunity for an emerging leader in medical education and event management, with a defined pathway to Manager–level responsibilities based on demonstrated performance and organizational needs.
1. Annual Meeting Program, Speaker & Attendee Experience
Coordinate end-to-end program logistics for the Annual Meeting and assigned live educational events
Support the design and development of educational sessions aligned with identified practice gaps, learning objectives, and adult learning principles
Assist in ensuring compliance with ACCME accreditation criteria, including independence, content validation, and appropriate balance
Manage speaker lifecycle including invitations, disclosures, conflict-of-interest (COI) collection and resolution, and ongoing communication
Support abstract submission, peer review, and program integration processes in collaboration with volunteer leadership
Build and maintain detailed program schedules across multiple concurrent sessions and tracks
Ensure accuracy and consistency of program information across platforms, accreditation materials, and attendee-facing communications
Support delivery of a high-quality attendee learning experience, including session flow, engagement, and onsite support
2. Event Technology & Data Management
Serve as lead staff for event technology platforms, including Cadmium, LMS, and AMS integrations
Build and maintain educational activities, session data, speaker records, and accreditation-related content within event systems
Manage timelines and tracking tools (Excel or similar) for speakers, abstracts, disclosures, and program deliverables
Support collection and tracking of accreditation documentation (e.g., disclosures, evaluations, learning objectives, outcomes data)
Coordinate testing, troubleshooting, and optimization of event and education platforms in collaboration with vendors and internal teams
Support integration of live and enduring education content into LMS platforms, including evaluation and credit claiming workflows
Identify opportunities to improve processes, reporting, and learner engagement through technology and system enhancements
3. Live Event Operations & Logistics
Coordinate logistics for live events including room setups, audiovisual needs, signage, and session transitions
Serve as onsite lead for assigned components of the Annual Meeting and other events
Develop and manage detailed run-of-show documents and production timelines
Coordinate with venues, vendors, and internal stakeholders to ensure seamless execution
Anticipate and resolve operational issues in real time, ensuring a high-quality event experience
4. Project Management & Coordination
Manage multiple concurrent projects with competing deadlines and priorities
Develop and maintain project plans, timelines, and tracking systemsCoordinate meetings, agendas, and follow-up actions for committees and internal teams
Maintain organized documentation for program materials, communications, and event assets
Ensure timely completion of deliverables across all phases of event planning and execution
5. Cross-Functional Collaboration & Stakeholder Engagement
Partners with other internal staff across Education, Membership, Communications, Corporate Development and Finance teams to support integrated event delivery
Collaborate with marketing teams to ensure accurate and timely promotion of events
Support coordination with industry partners, exhibitors, and sponsors as needed
Serve as a key liaison to volunteer leaders, faculty, and vendors
Contribute to post-event evaluations and continuous improvement efforts
6. Financial & Operational Support
Support tracking event budgets, expenses, and invoices in coordination with Finance; assist with vendor coordination and payment processes
Monitor expenses to ensure alignment with budget expectations
Contribute to operational planning and process improvements for future events
Qualifications
Bachelor’s degree or equivalent experience required
3–5+ years of experience in meeting planning, medical education, event management, or program coordination
Demonstrated ability to manage multiple priorities, timelines, and stakeholders in a fast-paced environment
Experience with event and education technologies such as Cadmium, LMS platforms, AMS systems, or similar tools preferred
Strong proficiency in Excel and ability to manage detailed tracking systems and data
Experience supporting complex meetings, conferences, or educational programs; multi-track event experience preferred
Experience working with physicians, healthcare professionals, or scientific/clinical programming preferred
Experience supporting accredited continuing medical education (CME/CE) activities or familiarity with ACCME or similar accreditation frameworks preferred
Key Qualities
Highly organized with exceptional attention to detail and strong follow-through
Strong project management skills with the ability to manage multiple complex initiatives simultaneously
Technologically savvy with a high level of comfort learning and optimizing new systems and platforms
Understanding of, or strong interest in, accredited continuing education, adult learning principles, and outcomes-based education
Solutions-oriented mindset with the ability to anticipate needs and proactively address challenges
Effective communicator with strong interpersonal skills and confidence working with clinical faculty and volunteer leaders
Customer service–oriented approach with a focus on delivering an excellent attendee and learner experience
Collaborative team player who builds trust across departments and contributes to a positive team culture
Demonstrates initiative, ownership, and a desire to continuously improve processes, systems, and educational outcomes
Adaptable and resilient in a fast-paced, high-expectation environment, particularly during live events
Professional judgment with the ability to handle sensitive information with discretion; Mission-driven, with a commitment to advancing burn care through high-quality education
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This role requires a highly organized, detail-oriented professional who thrives in a fast-paced environment and is comfortable managing complex timelines, multiple stakeholders, and a range of event technologies, including Cadmium, Learning Management Systems (LMS), Association Management Systems (AMS), and advanced Excel-based tracking tools.
Working closely with the Senior Division Director and cross-functional teams, the Senior Specialist supports the development and delivery of high-quality, accredited educational activities aligned with ACCME standards and adult learning best practices. The role ensures that live events are executed with excellence, aligned with strategic goals, and deliver meaningful, outcomes-driven learning experiences for attendees, faculty, exhibitors, and partners.
This role is designed as a high-impact growth opportunity for an emerging leader in medical education and event management, with a defined pathway to Manager–level responsibilities based on demonstrated performance and organizational needs.
1. Annual Meeting Program, Speaker & Attendee Experience
Coordinate end-to-end program logistics for the Annual Meeting and assigned live educational events
Support the design and development of educational sessions aligned with identified practice gaps, learning objectives, and adult learning principles
Assist in ensuring compliance with ACCME accreditation criteria, including independence, content validation, and appropriate balance
Manage speaker lifecycle including invitations, disclosures, conflict-of-interest (COI) collection and resolution, and ongoing communication
Support abstract submission, peer review, and program integration processes in collaboration with volunteer leadership
Build and maintain detailed program schedules across multiple concurrent sessions and tracks
Ensure accuracy and consistency of program information across platforms, accreditation materials, and attendee-facing communications
Support delivery of a high-quality attendee learning experience, including session flow, engagement, and onsite support
2. Event Technology & Data Management
Serve as lead staff for event technology platforms, including Cadmium, LMS, and AMS integrations
Build and maintain educational activities, session data, speaker records, and accreditation-related content within event systems
Manage timelines and tracking tools (Excel or similar) for speakers, abstracts, disclosures, and program deliverables
Support collection and tracking of accreditation documentation (e.g., disclosures, evaluations, learning objectives, outcomes data)
Coordinate testing, troubleshooting, and optimization of event and education platforms in collaboration with vendors and internal teams
Support integration of live and enduring education content into LMS platforms, including evaluation and credit claiming workflows
Identify opportunities to improve processes, reporting, and learner engagement through technology and system enhancements
3. Live Event Operations & Logistics
Coordinate logistics for live events including room setups, audiovisual needs, signage, and session transitions
Serve as onsite lead for assigned components of the Annual Meeting and other events
Develop and manage detailed run-of-show documents and production timelines
Coordinate with venues, vendors, and internal stakeholders to ensure seamless execution
Anticipate and resolve operational issues in real time, ensuring a high-quality event experience
4. Project Management & Coordination
Manage multiple concurrent projects with competing deadlines and priorities
Develop and maintain project plans, timelines, and tracking systemsCoordinate meetings, agendas, and follow-up actions for committees and internal teams
Maintain organized documentation for program materials, communications, and event assets
Ensure timely completion of deliverables across all phases of event planning and execution
5. Cross-Functional Collaboration & Stakeholder Engagement
Partners with other internal staff across Education, Membership, Communications, Corporate Development and Finance teams to support integrated event delivery
Collaborate with marketing teams to ensure accurate and timely promotion of events
Support coordination with industry partners, exhibitors, and sponsors as needed
Serve as a key liaison to volunteer leaders, faculty, and vendors
Contribute to post-event evaluations and continuous improvement efforts
6. Financial & Operational Support
Support tracking event budgets, expenses, and invoices in coordination with Finance; assist with vendor coordination and payment processes
Monitor expenses to ensure alignment with budget expectations
Contribute to operational planning and process improvements for future events
Qualifications
Bachelor’s degree or equivalent experience required
3–5+ years of experience in meeting planning, medical education, event management, or program coordination
Demonstrated ability to manage multiple priorities, timelines, and stakeholders in a fast-paced environment
Experience with event and education technologies such as Cadmium, LMS platforms, AMS systems, or similar tools preferred
Strong proficiency in Excel and ability to manage detailed tracking systems and data
Experience supporting complex meetings, conferences, or educational programs; multi-track event experience preferred
Experience working with physicians, healthcare professionals, or scientific/clinical programming preferred
Experience supporting accredited continuing medical education (CME/CE) activities or familiarity with ACCME or similar accreditation frameworks preferred
Key Qualities
Highly organized with exceptional attention to detail and strong follow-through
Strong project management skills with the ability to manage multiple complex initiatives simultaneously
Technologically savvy with a high level of comfort learning and optimizing new systems and platforms
Understanding of, or strong interest in, accredited continuing education, adult learning principles, and outcomes-based education
Solutions-oriented mindset with the ability to anticipate needs and proactively address challenges
Effective communicator with strong interpersonal skills and confidence working with clinical faculty and volunteer leaders
Customer service–oriented approach with a focus on delivering an excellent attendee and learner experience
Collaborative team player who builds trust across departments and contributes to a positive team culture
Demonstrates initiative, ownership, and a desire to continuously improve processes, systems, and educational outcomes
Adaptable and resilient in a fast-paced, high-expectation environment, particularly during live events
Professional judgment with the ability to handle sensitive information with discretion; Mission-driven, with a commitment to advancing burn care through high-quality education
#J-18808-Ljbffr