Administrative Coordinator

Hybrid remote in Waukesha, WI

The American Society of Gene and Cell Therapy (ASGCT) is seeking a highly organized and detail-oriented administrative professional to support its conferences and events. Key responsibilities include providing administrative and project management support, serving as the primary point of contact for attendee inquiries, maintaining comprehensive event reporting, assisting with venue sourcing and procurement, and delivering essential support to the Meetings and Events Department.

Primary Responsibilities

Manage the Meetings team email inbox, serving as the primary resource for ASGCT event-related inquiries from members and attendees. Respond to questions about registration, housing, venue details, and more while offering website and FAQ recommendations based on common inquiries and attendee feedback.
Maintain comprehensive event reporting, including registration and housing reports, food and beverage trend reports, event history reports, and other key metrics, to support the team in forecasting future meeting trends and requirements.
Manage and execute the shipping process for all events, including coordinating pickups and deliveries with the shipping provider, maintaining accurate inventory lists and tracking information, and preparing comprehensive instructions for staff with clear deadlines and key milestones.
Track and stay informed about the dates and locations of both internal and external industry events, ensuring the programming calendar remains accurate and consistently updated.
Assist the Assistant Director of Meetings and Events with venue and vendor sourcing by conducting research on potential vendors, drafting RFPs, compiling and proposals, and supporting with vendor and venue communications throughout the proposal process.
Assist in creating agendas for vendor meetings, capturing detailed notes on decisions and action items, and ensuring follow-up to keep the team aligned and on the critical path.
Collaborate with the marketing and communications team to provide all essential event-related website details, ensuring event websites are comprehensive, accurate, and up to date.
Lead the procurement process for obtaining event materials such as lanyards, registration bags, and sponsored giveaways, including sourcing sustainable vendors, tracking proposals, negotiating pricing to stay within budget, and routing recommended options through multiple ASGCT departments for approval.
Assist in maintaining Click Up, ASGCT’s project management software in areas of responsibility.
Other duties as assigned.

Required Skills and Experience

Proficient with Microsoft applications, especially Word, Excel, and SharePoint with an aptitude to learn other software quickly. 
Exceptional interpersonal, communication and customer service skills.
Strong collaboration and multitasking skills.
Highly organized with excellent time management skills.
The ability to thrive in a fast-paced environment. 
Demonstrates a proactive approach to the role, with adaptability and problem-solving skills. 
Highly motivated with the ability to manage multiple projects and prioritize to meet multi-faceted and sometimes rapid deadlines. 
Acute attention to detail and a high level of accuracy on outputs. 
Excellent writing, proofreading and research skills. 
Familiarity with ClickUp or other project management platforms. 
Able to work successfully in a team environment. 
Bachelor’s degree preferred.
Experience with non-profits, associations, or academic institutions strongly preferred.
Ability to travel up to 3 weeks per year.

Salary

The annual salary for this role begins at $45,000.

About the American Society of Gene and Cell Therapy

The American Society of Gene & Cell Therapy (ASGCT) is the primary professional organization for gene and cell therapy, with a broad membership base including scientists, clinical researchers, physicians, patient advocates, and pharmaceutical and biotechnology professionals. The mission of the Society is to advance knowledge, awareness, and education leading to the discovery and clinical application of genetic and cellular therapies to alleviate human disease. ASGCT is a 501(c)3 nonprofit organization.

Culture Statement

At ASGCT, we strive to create a collaborative environment of leaders and innovators who are committed to the Society’s mission and to the people we serve. Employees at ASGCT value these core principles:

Leadership: We are empowered to take ownership of our contributions to the organization. Fueled by a supportive leadership team, we bring integrity, expertise, and a sense of purpose to our roles.
Innovation: We think proactively and generate novel solutions to new challenges faced. Innovation drives us to be adaptable and keep pace with a rapidly evolving field.
Trust: We have established a flexible work environment where dependability and communication is what inspires success. Trust throughout the organization allows for thoughtful collaboration, transparency, and growth.

EEO Statement

ASGCT provides equal employment opportunities to all employees and applicants for employment and prohibits discrimination and harassment of any type without regard to race, color, religion, age, sex, national origin, disability status, genetics, protected veteran status, sexual orientation, gender identity or expression, or any other characteristic protected by federal, state, or local laws. This policy applies to all terms and conditions of employment, including recruiting, hiring, placement, promotion, termination, layoff, recall, transfer, leaves of absence, compensation, and training.

Job Type: Full-time

Pay: From $45,000.00 per year

Benefits:

401(k)
Dental insurance
Flexible schedule
Health insurance
Life insurance
Paid time off
Tuition reimbursement
Vision insurance

Schedule:

Monday to Friday

Work Location: Hybrid remote in Waukesha, WI 53186

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