Description

The ISMRM Meetings & Exhibits Coordinator provides administrative and logistical support to the Director of Meetings in planning and delivering ISMRM events, including the Annual Meeting, technical exhibition, global workshops, trade show booths, committee meetings, and Board meetings.

This position works closely with staff, members, exhibitors, vendors, and event partners to maintain accurate records, coordinate event details, prepare materials, and support successful event execution.

Requirements

Responsibilities include, but are not limited to:

Event Logistics

• Assist with researching venues and gathering information related to meeting space, catering, audiovisual services, poster displays, freight, and other event needs.
• Maintain event timelines, checklists, room-set information, vendor details, and supporting documentation.
• Assist with coordinating workshops and Annual Meeting activities.
• Compile and proofread meeting information for brochures, websites, schedules, and other publications.
• Confirm logistical details with venues and approved vendors under the direction of the Director of Meetings.

On-Site Reference Materials

• Gather information from ISMRM departments to prepare and maintain the on-site master reference guide used by staff at registration, membership, and information booths.
• Help ensure event information, schedules, contacts, and procedures are accurate and current.

Shipping and Inventory

• Assist with packing, labeling, and tracking registration materials, signs, supplies, and other items shipped to ISMRM events.
• Maintain shipping records and inventory logs.
• Assist with preparing shipping documentation and coordinating delivery and customs clearance with approved freight vendors.
• Notify the appropriate staff when supplies or materials need to be reordered.

Annual Meeting Program Committee Meeting

• Assist the Director of Meetings with coordinating accommodations, catering, room sets, audiovisual needs, and meeting materials for the Annual Meeting Program Committee construction meeting.
• Maintain attendee and accommodation records and confirm logistical details with the venue.

Workshop Housing

• Work with the Director of Meetings and Registrar to maintain workshop housing lists.
• Submit rooming information to hotels or venues and review reservation details for accuracy.
• Communicate special requests and reservation changes to the appropriate hotel or venue contact.
• Assist with resolving routine housing questions and refer complex issues to the Director of Meetings.

Exhibitor Coordination

• Provide administrative and logistical support for Annual Meeting exhibitors.
• Maintain exhibitor contact lists, application records, contracts, service forms, payment status, and participation details.
• Respond to routine exhibitor questions and direct exhibitors to the appropriate vendor, contractor, or staff member when needed.
• Assist with exhibitor registration, badges, vouchers, mailings, and meeting-space requests.
• Update exhibitor information in databases, spreadsheets, files, and the ISMRM website.
• Assist the Director of Meetings and event contractors with reviewing preliminary and final exhibit floor plans.
• Provide exhibitor information to approved vendors and suppliers.
• Work with the Finance Department to prepare invoices, record payments, and follow up on outstanding balances as directed.
• Refer contract changes, financial negotiations, placement decisions, and policy exceptions to the Director of Meetings.

Industry Trade Shows

• Assist with coordinating ISMRM’s participation in industry trade shows such as RSNA.
• Complete exhibitor applications and service-order forms.
• Coordinate booth materials, freight, staff travel, accommodations, and show-service orders.
• Maintain records of deadlines, confirmations, expenses, and vendor contacts.
• Obtain approval from the Director of Meetings before making financial commitments or changing event arrangements.

Administrative Support

• Schedule meetings, maintain files, prepare correspondence, update databases, and assist with meeting-related projects.
• Provide on-site support during ISMRM meetings and events.
• Perform other related duties as assigned by the Director of Meetings or supervisory staff.

Qualifications: 

• Two years of college or an equivalent combination of education and relevant experience.
• Three or more years of administrative, office, customer service, hospitality, association, or event-support experience.
• Previous meetings, conference, hotel, or trade show experiences are preferred but not required.
• Proficiency with Microsoft Word, Excel, Outlook, Google Workspace, and database or event-management systems.
• Strong organizational skills and attention to detail.
• Ability to prioritize assignments, meet deadlines, and manage multiple tasks.
• Excellent written and verbal communication, spelling, grammar, and proofreading skills.
• Strong customer service and interpersonal skills.
• Ability to work effectively with members, exhibitors, vendors, and colleagues from different countries and cultural backgrounds.
• Ability to communicate patiently and clearly with individuals who may have limited English proficiency.
• Ability to follow established procedures and recognize when an issue should be referred to a supervisor.
• Ability to remain calm, flexible, and solution-oriented when schedules or event needs change.
• Ability to work independently on assigned tasks while also contributing as part of a team.
• Ability to travel domestically and internationally.
• Ability to transport and position boxes weighing up to 40 pounds between storage areas, event spaces, and shelving.
• Availability to work occasional evenings and weekends during meetings, travel, and peak event periods.