Description

ABOUT IAS–USA

For more than 30 years, IAS–USA has delivered premier continuing medical education (CME) activities for front-line clinicians, leading HIV researchers, and public health experts whose work directly shapes treatment guidelines and patient outcomes worldwide. The Conference on Retroviruses and Opportunistic Infections (CROI) brings together thousands of scientists, clinicians, and public health experts from around the world each year for one of the most significant scientific meetings in the field. The Ryan White HIV/AIDS Program (RWHAP) CLINICAL CONFERENCE provides clinically focused education for decision-makers caring for people with HIV through the Ryan White HIV/AIDS Program. Our mission-driven team designs and delivers these and other impactful live, virtual, and hybrid educational experiences throughout the United States.

THE OPPORTUNITY
We believe in meticulously planned and flawlessly executed events. We are seeking a Meeting Planner to support our in-person medical education meetings, including CROI, our annual global scientific conference, and the Ryan White CLINICAL CONFERENCE. Reporting to the Director, CME and Programs, this role is part of a small, collaborative team creating an outstanding experience for clinicians, researchers, and faculty who are leaders in HIV medicine. The ideal candidate brings medical or scientific conference experience, is highly detail-oriented, and is motivated by mission-driven work.

OBJECTIVES OF THIS ROLE

• Collaborate with the team on event planning, from venue and vendor selection through on-site execution.      
• Follow established planning timelines and protocols, meeting deadlines within budget.
• Communicate clearly and professionally with colleagues and vendor partners.
• Adapt to changing event needs and priorities while following established IAS–USA processes and standards.
• Participate in post-event debriefs to support continuous improvement.

RESPONSIBILITIES

• Support meeting planning for IAS–USA in-person activities, working with internal staff and external partners to help define event requirements.      
• Assist with vendor sourcing, venue and convention center site visits, and pre-event planning meetings.
• Coordinate event logistics, including room sets, registration, catering, audio-visual needs, signage, and banquet event orders.
• Follow established IAS–USA protocols and contract templates for venue, audio-visual, decorator, and catering partners.
• Coordinate on-site setup and breakdown to ensure a consistent, high-quality experience for attendees and faculty.
• Keep vendor, venue, and industry contact records current.

Requirements

REQUIRED SKILLS & QUALIFICATIONS

• Bachelor’s degree required.
• 3 or more years of event planning or coordination experience; medical, scientific, or CME conference experience preferred.
• Familiarity with continuing medical education (CME) and with academic faculty and high-profile speakers.
• Working knowledge of conference logistics, including room sets, poster sessions, audio-visual layouts, attrition clauses, and food-and-beverage guarantees.
• Excellent organization and attention to detail, with the ability to manage competing priorities.
• Strong written and verbal communication skills, with the ability to adapt to and consistently follow the organization’s established communication style, standards, and protocols in internal and external communications.
• Composure under pressure and sound, timely decision-making.
• Proficiency with Microsoft 365 (especially Excel), Adobe Acrobat Pro, Zoom, and WhatsApp; attendee mobile-app experience is a plus.
• Home-office setup that supports remote and hybrid work.
• Ability to travel domestically 5–7 times per year.