Description

The Senior Specialist, Annual Meeting & Live Events plays a critical role in the planning, execution, and continuous improvement of the American Burn Association’s (ABA) Annual Meeting and other live educational events. This position serves as a central operational lead, ensuring seamless coordination across program development, speaker management, attendee experience, event logistics, and technology platforms.

This role requires a highly organized, detail-oriented professional who thrives in a fast-paced environment and is comfortable managing complex timelines, multiple stakeholders, and a range of event technologies, including Cadmium, Learning Management Systems (LMS), Association Management Systems (AMS), and advanced Excel-based tracking tools.

Working closely with the Senior Division Director and cross-functional teams, the Senior Specialist supports the development and delivery of high-quality, accredited educational activities aligned with ACCME standards and adult learning best practices. The role ensures that live events are executed with excellence, aligned with strategic goals, and deliver meaningful, outcomes-driven learning experiences for attendees, faculty, exhibitors, and partners. 

This role is designed as a high-impact growth opportunity for an emerging leader in medical education and event management, with a defined pathway to Manager–level responsibilities based on demonstrated performance and organizational needs.

1.Annual Meeting Program, Speaker & Attendee Experience

-Coordinate end-to-end program logistics for the Annual Meeting and assigned live educational events
-Support the design and development of educational sessions aligned with identified practice gaps, learning objectives, and adult learning principles
-Assist in ensuring compliance with ACCME accreditation criteria, including independence, content validation, and appropriate balance
-Manage speaker lifecycle including invitations, disclosures, conflict-of-interest (COI) collection and resolution, and ongoing communication
-Support abstract submission, peer review, and program integration processes in collaboration with volunteer leadership
-Build and maintain detailed program schedules across multiple concurrent sessions and tracks
-Ensure accuracy and consistency of program information across platforms, accreditation materials, and attendee-facing communications
-Support delivery of a high-quality attendee learning experience, including session flow, engagement, and onsite support

2. Event Technology & Data Management

-Serve as lead staff for event technology platforms, including Cadmium, LMS, and AMS integrations
-Build and maintain educational activities, session data, speaker records, and accreditation-related content within event systems
-Manage timelines and tracking tools (Excel or similar) for speakers, abstracts, disclosures, and program deliverables
-Support collection and tracking of accreditation documentation (e.g., disclosures, evaluations, learning objectives, outcomes data)
-Coordinate testing, troubleshooting, and optimization of event and education platforms in collaboration with vendors and internal teams
-Support integration of live and enduring education content into LMS platforms, including evaluation and credit claiming workflows
-Identify opportunities to improve processes, reporting, and learner engagement through technology and system enhancements

3. Live Event Operations & Logistics

-Coordinate logistics for live events including room setups, audiovisual needs, signage, and session transitions
-Serve as onsite lead for assigned components of the Annual Meeting and other events
-Develop and manage detailed run-of-show documents and production timelines
-Coordinate with venues, vendors, and internal stakeholders to ensure seamless execution
-Anticipate and resolve operational issues in real time, ensuring a high-quality event experience

4. Project Management & Coordination

-Manage multiple concurrent projects with competing deadlines and priorities
-Develop and maintain project plans, timelines, and tracking systems
-Coordinate meetings, agendas, and follow-up actions for committees and internal teams
-Maintain organized documentation for program materials, communications, and event assets
-Ensure timely completion of deliverables across all phases of event planning and execution

5. Cross-Functional Collaboration & Stakeholder Engagement

-Partners with other internal staff across Education, Membership, Communications, Corporate Development and Finance teams to support integrated event delivery
-Collaborate with marketing teams to ensure accurate and timely promotion of events
-Support coordination with industry partners, exhibitors, and sponsors as needed
-Serve as a key liaison to volunteer leaders, faculty, and vendors
-Contribute to post-event evaluations and continuous improvement efforts

6. Financial & Operational Support

-Support tracking event budgets, expenses, and invoices in coordination with Finance
-Assist with vendor coordination and payment processes
-Monitor expenses to ensure alignment with budget expectations
-Contribute to operational planning and process improvements for future events

Requirements

Qualifications & Experience

• Bachelor’s degree or equivalent experience required
• 3–5+ years of experience in meeting planning, medical education, event management, or program coordination
• Demonstrated ability to manage multiple priorities, timelines, and stakeholders in a fast-paced environment
• Experience with event and education technologies such as Cadmium, LMS platforms, AMS systems, or similar tools preferred
• Strong proficiency in Excel and ability to manage detailed tracking systems and data
• Experience supporting complex meetings, conferences, or educational programs; multi-track event experience preferred
• Experience working with physicians, healthcare professionals, or scientific/clinical programming preferred
• Experience supporting accredited continuing medical education (CME/CE) activities or familiarity with ACCME or similar accreditation frameworks preferred

Key Qualities

• Highly organized with exceptional attention to detail and strong follow-through
• Strong project management skills with the ability to manage multiple complex initiatives simultaneously
• Technologically savvy with a high level of comfort learning and optimizing new systems and platforms
• Understanding of, or strong interest in, accredited continuing education, adult learning principles, and outcomes-based education
• Solutions-oriented mindset with the ability to anticipate needs and proactively address challenges
• Effective communicator with strong interpersonal skills and confidence working with clinical faculty and volunteer leaders
• Customer service–oriented approach with a focus on delivering an excellent attendee and learner experience
• Collaborative team player who builds trust across departments and contributes to a positive team culture
• Demonstrates initiative, ownership, and a desire to continuously improve processes, systems, and educational outcomes
• Adaptable and resilient in a fast-paced, high-expectation environment, particularly during live events
• Professional judgment with the ability to handle sensitive information with discretion
•  Mission-driven, with a commitment to advancing burn care through high-quality education
• Adaptable and resilient in a fast-paced, high-expectation environment, particularly during live events
• Professional judgment with the ability to handle sensitive information with discretion
• Mission-driven, with a commitment to advancing burn care through high-quality education and events