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Associate Director, Conferences

Job Description
International Association for the Study of Lung Cancer
Organization Type: 
Job Location: 
Denver Metro
Type of Job: 
Job Category: 
Job Description: 

The Associate Director, Conferences is responsible for the oversight of logistics for all domestic and international meetings and conferences offered by the IASLC. The position will require intensive focus on the IASLC mission and member experience, strategic planning, an innovative approach to IASLC meetings and conferences, and working cross-functionally to provide the most valuable live and virtual attendee experience possible. In particular, this position works in close collaboration with the IASLC Programs & Education team to offer in-person and virtual education opportunities to a multi-disciplinary audience from around the world. 

The primary focus of this position is to ensure the successful planning and execution of all IASLC conferences, meetings and events, as well as IASLC joint conferences, while working in close collaboration with multiple stakeholders, volunteers, IASLC staff, and outside conference services partners. This position is based at our Denver office, reports to the Chief Experience Officer, and has supervisory responsibility. This will not be a remote position post-COVID.

Areas of Responsibility

 Essential Functions:

  • Accountable for planning, logistics, budgeting, contracting, execution, evaluation, and expense reconciliation for all IASLC meetings and conferences, including workshops of less than 100 attendees, up to the annual World Conference on Lung Cancer, with over 7,000 attendees
  • Develop, manage, and execute a comprehensive strategy for all IASLC in-person and virtual conferences and meeting in conjunction with the Chief Experience Officer  
  • Responsible for the strategic development, planning, and management, for existing Continuing Medical Education (CME) and non-CME meetings, new meetings and/or ad hoc special projects.
  • Collaborate effectively with the Programs and Education team to implement CME policies and procedures and ensure logistical support for in-person and virtual conference CME compliance.
  • Serve as a liaison with IASLC member meeting chairs, co-chairs, and regional committees regarding meeting logistics.
  • Manage, supervise, and mentor employees on the Conference Planning team.
  • Steward the overall relationship with long-term and/or one-time service and solution providers and other partners and vendors (including live and virtual event suppliers and technology); maximize performance and return on investment including selection, relationship building, adherence to contract, fulfillment of all plans and budgets, and timely and professional delivery of work
  • Collaborate closely with the teams responsible for communications, marketing and advertising, corporate relations, exhibition and sponsorship to ensure efficient coordination of all meeting logistics and staff responsibilities
  • Maintain working knowledge of CME, industry and other regulations for national and international medical meetings
  • Oversee and constantly refine the site selection process for the IASLC conferences and events in accordance with changes in the international meetings environment and Association decisions.
  • Develop, review and/or recommend meeting and events-related strategies, budgets and contracts (venues, hotels, vendors) to ensure the best value for the IASLC, consistency and compliance with the IASLC’s financial needs, standards and policies and industry best­ practices.
  • Serve as an active member of cross-functional planning teams for large-scale events that include setting timelines and deliverables, goals, objectives, strategy and project plans.
  • Ensure the effective ongoing evaluation and improvement related to conference logistics.
  • Actively support and demonstrate IASLC core values.
  • Ability to travel domestically and internationally in support of IASLC scientific and educational meetings (10-15%) as needed.

Knowledge, Skills and Abilities: 

  • Ability to work effectively and collaboratively in a dynamic, team-oriented environment.
  • Champion the development and implementation of strategies, objectives, plans, resources and budgets, take ownership and responsibility for decisions and follow through on commitments.
  • Skilled in strategy, planning, forecasting and budgeting of meetings of varying size and scope.
  • Ability to effectively manage external vendors and internal stakeholders while maintaining productive collaborative relationships.
  • Ability to negotiate venue and vendor contracts, securing the best possible terms and highest level of financial security for the IASLC.
  • Strong organizational, project management and time management skills required, working to challenging and dynamic deadlines.
  • Demonstrated ability to communicate and collaborate effectively across all levels of the organization.
  • Ability to make complex decisions, problem solve, and synthesize ideas into actionable items in alignment with organizational mission and strategy.
  • Professional written and oral communications skills; high degree of written literacy and proficiency in communicating to audiences at all levels.
  • Expertise in technologies and software, including Microsoft Office Suite, content management systems, learning management systems (LMS), and association or customer management systems (AMS or CMS).
  • Mentor, develop, set and communicate clear goals and expectations for stakeholders, including staff, members, volunteers, vendors and partners to create the environment for successful outcomes, and track and measure progress against goals.
  • Strong multicultural awareness and sensitivity and ability to build cross-cultural consensus.
  • Bachelor's degree or higher
  • Minimum of 4 years of direct experience in professional conference planning and management
  • 3 years of management experience, including hiring, training, managing and mentoring staff
  • 3years of experience in planning international, association-based scientific or education meetings with 3,000 or more attendees
  • Certified meeting Professional (CMP) or similar professional meeting credential required
  • Commitment to delivering the highest level of customer service
  • Strong interpersonal, communication, presentation, strategic planning, and management skills
  • Ability to develop and manage productive relationships with multiple stakeholders
  • Ability to travel domestically and internationally, as needed
  • Expertise in technologies and software, including Microsoft Office Suite, live and virtual project/event platforms, and customer or association management systems (CMS or AMS) with proven aptitude for learning new technologies
  • Multilingual communication skills strongly preferred
  • Experience planning professional meetings for 5,000 or more attendees preferred

Full-time position eligible for generous employee benefit package

How To Apply

All applications must be submitted through company website at  Resume and cover letter are required with application.


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