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Current job opportunities:
Project Coordinator
The AOIC, LLC (AOIC) Project Coordinator is integral to driving the process that ensures flawless execution of projects. The development and management of timelines and the trafficking of project materials through the company are the focus of this position, which involves a close working relationship with Account Managers (AM) and Client Service Managers (CSM) and interaction with other AOIC team members at all levels. Some travel to assist with the onsite execution of client programs is expected.
Responsibilities
Project Implementation and Trafficking
- Work with the AM and/or CSM to determine and/or refine project specifications
- Under direction, develop, distribute, and update project work plans (eg, kickoff forms) to support team members and escalate project issues as appropriate
- Create, edit, review, organize, route, and track project components for team/client/partner reviews while ensuring components are completed according to the production schedule
- Format and/or revise program materials (PowerPoint presentations, factsheets, newsletters, etc.) based on internal review and changes
- Fulfill the in-house production of program materials (eg, mailings, meeting packets, etc)
- Gather, review, and process all attendee, author, and faculty materials (eg, registration, biography, presentation, honorarium, conflict of interest forms as required for each project)
- Create and update spreadsheets (eg, attendee, faculty, author, congress, journal) to manage details that will help when developing correspondence, processing expenses, or submitting/printing materials
- Work with external vendors (meeting planners, hotel staff, A/V crews, medical writers) to facilitate programs and events
- Travel as needed (less than 25%) to provide onsite support for projects/programs
- Tally post-meeting evaluations and develop overview and statistical reports for use by the AM, CSM, and clients
Quality Control
- Support AM/CSM to ensure that all quality control measures (including copyediting, medical, graphic, and technology reviews) are completed in a timely manner
- Verify that project deliverables fulfill criteria outlined in the proposal/budget and update project schedules
Project Administration
- Set up and manage routing folders, and archive final components for completed projects
- Provide administrative project support and filing (both electronic and paper) for AM and CSM
General Duties
- Work with AM and CSM to research new products and opportunities
- Support other team members and run/present various meetings (eg, project kickoffs and update meetings)
- Propose, create, and implement processes and procedures to improve office efficiency
- Perform other duties as required or assigned to successfully execute AOIC projects
- Handle responsibilities in professional manner, meeting company mission and goals
- Complete other administrative tasks (ie, travel expense forms and time management sheets) in timely manner
Qualifications
Desired Experience and Skills
- Proficient in Microsoft Word, Excel, PowerPoint, and Outlook, as well as Adobe Acrobat programs
- Able to organize and manage multiple details, set and meet timelines, and function within a team setting
- Strong verbal and written communication skills
- Experience with CVENT meeting planner software a plus
- Meeting planning or hotel banquet/sales experience a plus
- Team-focused, collaborative problem solver
- Maintains a strong work ethic
Education
Bachelor's degree or equivalent work experience
Interested candidates, please send your resume and salary requirements to dcampanile@aoic.net
Posted: 5/22/2017
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