Meetings and Partnerships Specialist

Classification: Full-time, Non-Exempt (Hourly)

Salary Range: $28.50 - $31.00 Hourly

Reports to: Senior Education Manager

The Meetings & Partnerships Specialist is responsible for executing all logistical aspects and sponsorship fulfillment, as well as contributing to content creation of the ACVIM Advanced Continuing Education (ACE) in-person offerings. This includes oversight of daily activities necessary to operate these areas of responsibility and working collaboratively with the education, marketing, and industry relations teams. This position will support additional organizational needs around meetings and events as well as provide administrative support to the department.

This individual will operate in a high-performing, collaborative team environment and will work with internal team members, other departments, suppliers, committee and board members, as well as other key stakeholders to maintain a positive and professional image for all aspects of the ACVIM.

• Manages project plans, timelines, and logistics for assigned in-person ACE courses from initial planning through post-course closeout.
• Coordinates venue and vendor selection, including RFPs, proposal review, contract negotiation, and management of contracted services.
• Develops and manages course budgets, monitors expenses, reviews invoices, and coordinates final financial reconciliation.
• Manages speaker administration and logistics, including contracting, communications, deliverables, travel and housing needs, and payment processing.
• Manages course registration and attendee services, including registration setup and reporting, participant communications, housing coordination, and onsite support.
• Coordinates all operational and onsite logistics for courses, including venue arrangements, audio-visual needs, food and beverage, transportation, equipment, materials, signage, shipping, and related services.
• Coordinates continuing education administration, including CE documentation, attendee credit processes, required records, and maintenance of course-related RACE information.
• Maintains and coordinates course-related website content, participant communications, registration information, and other digital resources.
• Collaborates with Marketing and program staff on course communications, promotional materials, timelines, and attendee engagement.
• Coordinates sponsor fulfillment and logistics, including sponsor communications, recognition, equipment needs, shipments, onsite requirements, and agreed-upon promotional deliverables.
• Supports course evaluation and post-course reporting, including evaluation administration, data compilation and analysis, follow-up activities, and recordkeeping.
• Supports assigned committees and planning groups and participates in meetings and other course-planning activities.

• Provide support to the ACE virtual learning programs, as needed.
• Performs a variety of administrative duties including preparing routine correspondence, scheduling meetings, phone coverage, and print and digital file maintenance.

• Bachelor’s degree or equivalent work experience.
• Minimum of 3-5 years’ experience in a professional society, membership organization, or hospitality.

• Vendor Management:
  Maintains strong vendor relationships, ensures contractual obligations are met, monitors performance, and resolves issues in a timely manner
• Business Acumen:
  Understands the association’s mission, member needs, financial model, and strategic priorities to make informed decisions that enhance member value and support organizational sustainability.
• Communication:
  Exceptional interpersonal and written communications skills.
• Critical…