Meetings & Administrative Manager
CLIENT ASSOCIATION(s): International Federation of Clinical Neurophysiology, IFCN
POSITION REPORTS TO: Executive Director
DIRECT REPORTS: N/A
EMPLOYEE STATUS: Exempt, Full-time (Minimum of 37.5 hours/week)
ROLE TYPE/LEVEL: Mid Level (Non-Supervisory)
COMPANY OVERVIEW:
Executive Director, Inc. (EDI) is a leading association management company providing counsel and management for nearly 40 national and global medical, health, scientific associations and certifying bodies. Founded in 1962, our experience is key to the success of our clients. Our ability to translate depth of knowledge into client success has led to EDI managing a portfolio of clients—ranging in size from 200 to 21,000 members and certificants and growing. Client budgets range from $250,000 to multiple clients with annual budgets in excess of $10 million dollars. Learn more here: www.execinc.com/about-edi
CLIENT/DEPARTMENT OVERVIEW:
The International Federation of Clinical Neurophysiology (IFCN) is a global organization dedicated to advancing clinical neurophysiology through education, research, collaboration, and the exchange of scientific knowledge. IFCN brings together national and professional societies, clinicians, researchers, and other members of the clinical neurophysiology community from around the world. Upcoming meetings of the society include the European Clinical Neurophysiology Congress in Malaga, Spain in 2027 and the International Congress of Clinical Neurophysiology in Rotterdam, Netherlands in 2028.
JOB OVERVIEW:
This position works closely with the Executive Director and Senior Meetings Manager of IFCN to execute all aspects of the societies’ missions and objectives. Responsibilities are varied and include meeting planning, membership management, communications, and general administrative support. The role requires flexibility, high-level customer service, clear communication, attention to detail, and personal accountability. It is critical to maintaining strong relationships with members, volunteers, and speakers, and plays a key role in the success of both in-person and virtual events, including annual international meetings and ongoing webinar series.
POSITION RESPONSIBILITIES (minimum of 37.5 hours/week):
- Association Administration
- Manage the webinar series, including coordinating speakers, scheduling and producing live webinars, and preparing recordings for posting on the website.
- Manage membership administration, including processing applications, maintaining accurate membership records and database information, and preparing membership reports.
- Coordinate the annual membership invoicing process and follow up on outstanding renewals as needed.
- Prepare the monthly newsletter and other member communications, including drafting and formatting content and coordinating distribution.
- Maintain and update website content and assist with social media and other digital communications.
- Support the Executive Director in the administration of committees and Special Interest Groups (SIGs), including coordinating volunteers, scheduling meetings, preparing agendas and materials, taking minutes, and following up on action items.
- Process invoices and payments related to the general management of the organization, including fellowship grants and Executive Committee expense reimbursements.
- Monitor general email inboxes and voicemail and respond to or appropriately route member and stakeholder inquiries.
- Maintain organized electronic files, records, and other administrative documentation.
- Provide general administrative and project support to the Executive Director and organization leadership.
- Perform other duties as assigned.
- Meetings and Events
- Manage and coordinate the aspects of Congress registration, including registration database setup, form development and processing, pacing reports, payment collection, confirmations, badges, onsite materials, and operation of the onsite registration desk.
- Develop and coordinate congress communications and promotional materials, including save-the-date announcements, meeting brochures, weekly broadcast emails, website content, social media posts, and onsite signage.
- Maintain and regularly update meeting websites, ensuring program, registration, speaker, sponsor, and attendee information is accurate and current.
- Monitor email and voice in boxes and respond to attendee questions and requests in a timely manner.
- Prepare and distribute visa invitation letters and certificates of attendance for meeting attendees as requested.
- Manage travel grant program, including the application and review process, award notifications, collection of required documentation, and coordination of grant payments.
- Assist with onsite meeting operations, including registration, attendee services, speaker support, signage and materials, and other logistical needs.
- Perform other duties as assigned.
SKILLS AND QUALIFICATIONS:
- Detail-oriented with outstanding organizational and critical thinking skills.
- Exceptional written and verbal communication skills with an emphasis on a high-level of customer service.
- Demonstrated ability to work independently and in a small team environment.
- Ability to prioritize varied assignments and handle multiple projects.
- Proficiency in online tools such as Canva, Jotform, Zoom, CMS etc.
- Proficiency in Word, Excel, Outlook and PowerPoint.
EDUCATION/EXPERIENCE:
2-3 years of administrative management experience preferred; marketing and meeting experience a plus; Bachelor’s degree preferred.
TRAVEL REQUIRED:
Approximately 2 weeks per year
WORK ENVIRONMENT:
This is a full-time position located in our office in downtown Milwaukee, WI and a minimum of two days onsite in the office (including Wednesday as an all-staff-in-office day) are a requirement of the role.
PHYSICAL REQUIREMENTS: (lifting, packaging, etc.)
Unrestricted mobility: must be able to walk great distances in large meeting spaces, move quickly from place to place, and lift and move boxes up to 50 lbs.
ADDITIONAL INFORMATION:
Some weekend, early morning and late evening work required. International travel required. Attendance at the annual Congress is required.