Associate Conference Planner

IAS-USA - San Francisco, CA (30+ days ago)

Associate Conference Planner – Continuing Medical Education Nonprofit

IAS-USA – San Francisco, CA

Non-profit physician education organization is looking for an Associate Conference Planner, responsible for supporting all meeting and registration needs in an administrative, organizational and information gathering capacity in a timely and high quality manner.

The ideal candidate is an energetic, forward-thinking and creative individual with high ethical standards and an appropriate professional image. The ideal candidate will work quickly and efficiently on several projects at one time, are results oriented, has strong time management skills and works enthusiastically in a constantly changing environment. The position entails considerable interaction with team members and other departments within the IAS–USA.

Responsibilities (include, but not limited to):

  • Create meeting specific RFPs
  • Work closely with team to collectively execute a successful meeting
  • Ability to handle multiple projects at one time
  • Ability to handle pressure, multi-task, and work within tight schedule and deadlines
  • Good negotiation and interpersonal skills
  • Resourceful, calm, independent, and vigilant
  • Pay close attention to detail, demonstrating accuracy and efficiency in financial reconciliation (process invoices, reconcile monthly with accounting).
  • Ensure that work is being carried out to specifications and deadlines.
  • Ensure accurate and timely entering of records and information into database system for registration.
  • Travel and work outside of office hours as needed to attend events and client meetings (may include weekends).
  • Assist with planning responsibilities for multiple meetings.
  • Contribute to overall team success by identifying problems and proactively seeking out methods to improve self-performance and/or efficiency of an operation or task.


  • Bachelor's degree required.
  • 5 years total professional experience.
  • 2-3 years of experience in conference and event planning environment preferred.
  • Highly detail oriented.
  • Strong multi-tasking and time management skills including the ability to effectively prioritize and execute tasks conforming to shifting priorities, demands and timelines.
  • Ability to work both independently and in a team-oriented, collaborative environment.
  • Apply analytical and problem-solving skills.
  • Ability to work on several projects simultaneously.
  • Strong written and oral communication skills.
  • Strong interpersonal skills.
  • Strong customer service skills (phone skills, in person, email).
  • Adept at conducting research into project-related issues.
  • A high degree of responsibility, initiative and professionalism.
  • Proven competency in software applications, including MS Word, Excel, Outlook, PowerPoint, and other technology as adopted by the team.

Some travel including periodic conferences and activities.


Email applications with "Associate Conference Planner" in the subject line.

  • Cover letter: 50 WORDS OR LESS about your qualifications and applicable experience
  • Resume
  • Minimum of 3 PROFESSIONAL references

Note: Candidates will be required to take reasoning, language skills, and Microsoft Office tests as part of the interview process.

About the IAS-USA**

Headquartered in the Financial District of San Francisco, the IAS-USA has led cutting edge, technical and complex physician education for the past 26 years. Employees engage with practitioners and thought leaders in antiretroviral medicine from across the country and around the globe on a daily basis. As a result, applicants must be comfortable keeping regular office hours in a corporate casual environment and comporting themselves in a professional manner at all times while demonstrating the ability to both follow established procedures and practices as well as work independently.

The mission of the IAS–USA is to improve the prevention, treatment, care, and quality of life for people with or at risk of HIV, hepatitis C virus, or other viral infections 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 Type: Full-time

Salary: $40,000.00 to $45,000.00 /year


  • conference: 5 years


  • Bachelor's


  • San Francisco, CA

Required work authorization:

  • United States