Meetings & Industry Partnerships Administrator

The International Society for Heart and Lung Transplantation (ISHLT) is seeking a Meetings & Industry Partnerships Administrator to join our team.

In this role, you will play an integral part in planning and delivering ISHLT's internationally recognized scientific meetings and supporting our industry partnership activities. Working closely with the Director and Manager of Meetings & Industry Partnerships, you will help coordinate meeting logistics, registration and housing, exhibitor and sponsor communications, contract and database administration, and financial tracking. As a key operational resource, you will maintain project timelines, coordinate documentation and communications, support onsite meeting execution, and help deliver efficient operations and exceptional experiences for members, attendees, exhibitors, sponsors, and industry partners.

ISHLT is the world’s largest organization dedicated to improving care for patients with advanced heart or lung disease through transplantation, mechanical support, and innovative therapies. Our international members represent more than 15 medical, scientific, and allied health disciplines. Together, we advance global, multidisciplinary education, research, and advocacy. We are a dynamic, growing, financially stable organization. For more information, visit (Use the "Apply for this Job" box below)..

We are a small, collaborative team where every role is meaningful and mission-driven. We take pride in providing a high level of service to ISHLT members and partners worldwide.

• Provides administrative support for the Annual Meeting and Scientific Sessions, including the creation of planning timelines and operational follow-up.
• Support registration and housing processes to ensure accurate, timely execution.
• Maintain schedules, room block records, inventories, shipping documentation, and related reporting.
• Assist with preparation and distribution of affiliate, exhibitor and industry supporter communications.
• Coordinate packing, shipping, supply inventory, and materials management for meetings and events.
• Assist with onsite meeting operations, including managing registration support.
• Compile meeting data and operational reports to support post-event evaluation and future planning.

• Support Annual Meeting, and year-round industry partnership activities through administrative coordination and partner communications.
• Maintain sponsor, exhibitor, prospect, contract, revenue, and fulfillment tracking records.
• Coordinate sponsor and exhibitor fulfillment, including deadline reminders, asset collection, benefit tracking, and communication with internal teams.
• Assist with exhibitor administration, including application processing, payment tracking, booth assignment communications, registration lists, and onsite support.
• Support partner engagement by scheduling calls and maintaining organized records of agreements, correspondence, and fulfillment documentation.

• Provide administrative support for Board of Directors and other leadership meetings, academies, regional meetings, and other programs managed by the meetings department.
• Assist with rooming lists, invoice coordination, reconciliation support, and payment tracking.
• Maintain historical meeting records, contracts, post-meeting documentation, meeting and guest room spend records, and room block/pickup reports.

• Coordinate invoice submission and payment tracking in collaboration with Finance.
• Maintain organized financial records, contracts, deposit schedules, and key financial deadlines, including deposits, guarantee dates, and payment milestones.
• Maintain the long-range meeting calendar and organized electronic files for meetings, sponsor ships, contracts, correspondence, and operational documentation.

• Provide general administrative support to the Director and Manager as needed.
• Perform other duties as assigned to support the effective operation of meetings and industry partnership activities.

• None

• Excellent…