Director, Association Operations and Meetings

Position Summary

This exempt position will report to the Executive Director of EAST and is based in our Chicago office as a hybrid role (3 days per week in office, 2 days remote). The Director of Association Operations and Meetings provides strategic leadership and operational oversight for EAST’s administrative functions and meetings/events portfolio, ensuring successful planning and execution of conferences, board and committee meetings, and member events while overseeing administrative systems, governance support, and operational infrastructure.

The anticipated salary range for this position is $103,500 - $115,000 (commensurate with related experience).

• Lead day‑to‑day association operations, ensuring effective administrative support and operational efficiency.
• Support the Executive Director in governance administration, including board and committee operations, agenda development, board materials, minutes oversight, policy tracking, and governance compliance.
• Coordinate Executive Committee meeting logistics, scheduling, communications, and operational follow‑through.
• Translate Board‑approved priorities into operational work plans and implementation timelines.
• Identify and implement process improvements and operational efficiencies to maximize staff and organizational resources.
• Serve as a key operational contact for member inquiries, vendor management, and issue resolution.

• Manage budget administration and financial operations in partnership with the Executive Director and EAST Treasurer.
• Monitor expenses, forecasting activities, invoice approvals, and audit coordination processes.
• Partner with contracted accounting and auditing resources to support financial reporting and compliance activities.
• Support operational decision‑making through effective management of organizational resources and meeting‑related expenditures.

• Supervise and develop administrative coordinator staff through performance management, coaching, and professional development.
• Provide leadership and direction to administrative staff, volunteers, and vendors supporting operational and meeting activities.
• Establish priorities, allocate resources, and support collaboration across operational functions.
• Promote accountability, teamwork, and service excellence across administrative and meeting operations.

• Serve as lead staff liaison to the Annual Scientific Assembly Committee and the Member Recruitment and Retention Committee.
• Collaborate with Committee Chairs to support committee goals, meeting coordination, communications, and operational execution.
• Assist with preparation of Board reports, conference calls, and committee materials.
• Provide operational guidance and support to volunteer leaders and committee stakeholders.

• Oversee operational planning and logistics for the EAST Annual Scientific Assembly and related meetings and events.
• Manage abstract submission processes, educational session proposal administration, committee scoring coordination, and program planning meeting logistics.
• Direct meeting operations including audiovisual coordination, registration oversight, exhibits management, housing management, food and beverage planning, shipping logistics, and onsite execution.
• Coordinate contracts, vendor relationships, and venue logistics to support successful meeting outcomes.
• Support future meeting planning activities, including site visits, venue coordination, and operational assessments.
• Ensure meetings and events are executed within approved budgets, timelines, and organizational standards.

• Manage relationships with vendors, contractors, venues, and service providers to ensure operational effectiveness and quality service delivery.
• Serve as a primary liaison with ACS registration and exhibits management contacts and external operational partners.
• Partner with the Executive Director and organizational leadership to support operational priorities and strategic initiatives.
• Coordinate…