Description

ABOUT IAS-USA

For more than 30 years, IAS–USA has delivered premier continuing medical education (CME) activities for front-line clinicians, leading HIV researchers, and public health experts whose work directly shapes treatment guidelines and patient outcomes worldwide. Our mission-driven team designs impactful live and hybrid educational experiences throughout the United States.

THE OPPORTUNITY
We believe in meticulously planned and flawlessly executed events. We are seeking an experienced Event Planner to manage activities from concept through completion—someone who shares our commitment to excellence and is energized by the logistics of creating outstanding learning experiences on a national and global stage.

OBJECTIVES OF THIS ROLE

• Collaborate with the internal team on all aspects of event and meeting planning, setting, and meeting strict deadlines within budget. 
• Communicate clearly and professionally with faculty, stakeholders, and other VIPs, being respectful of their schedules as volunteers with the organization and their many other obligations as volunteers.
• Lead internal and external planning meetings with colleagues and partners for each activity.
• Conduct thorough post-event debriefs, documenting successes and identifying.
• Build and sustain strong relationships with vendors, venues, and stakeholder contacts while upholding the organization’s time-proven processes and procedures.
• Opportunities for continuous improvement.

RESPONSIBILITIES

• Collaborate with internal staff and external partners to define event requirements; serve as primary liaison to the Executive Director and Director, CME and Programs.  
• Source vendors, join site visits, and support pre-event planning meetings.
• Plan and manage all event logistics, including contract negotiations, guest lists, travel coordination, venue preparation, catering, transportation, audio-visual production, signage, room sets, and banquet event orders.
• Adhere to—and build on—well-established protocols for each activity, with particular attention to templated contract and agreement terms.
• Oversee on-site preparations, production, and breakdown; ensure a consistent, high-quality experience throughout the event timeline.
• Build and maintain a comprehensive database of industry contacts, vendors, and venues.

WORK ARRANGEMENT

Remote candidates considered. San Francisco Bay Area candidates preferred.

Requirements

•       Bachelor’s or advanced degree in event management, project management, hospitality, or a related discipline.
•       Five or more years of demonstrated success in event planning or coordination, ideally in a nonprofit, medical education, or conference-driven environment.
•       Outstanding interpersonal and communication skills, both written and verbal.
•       Excellent organizational skills, including the ability to multitask, manage competing priorities, and maintain sharp attention to detail.
•       Proven ability to manage financial details, including budgets, RFPs, and BEOs (guaranteed minimums). 
•       Proficiency working with highly detailed conference planning logistics, including audiovisual and seating layouts, room sets, and attrition clauses.
•       Composure under pressure and confident, timely decision-making.
•       Proficiency with Microsoft 365 tools, especially Excel, Adobe, Zoom, and collaboration tools such as WhatsApp; experience with attendee mobile-app platforms is a plus.
•       Home-office setup that supports productive remote work.
•       Ability to travel domestically 4-6 times per year.