Description

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 www.ishlt.org.

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.

Key Responsibilities

Annual Meeting & Scientific Sessions Administration

• 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.

Industry Partnerships, Sponsorship & Exhibitor Support

• 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.

Governance, Leadership & Other Meetings

• 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.

Administrative Support

• 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, sponsorships, contracts, correspondence, and operational documentation.

Additional Responsibilities

• 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.

Supervisory Responsibilities

• None

Requirements

Qualifications

• Excellent written, verbal, and interpersonal communication abilities.
• Proven ability to manage multiple projects and competing deadlines with strong attention to detail.
• Strong administrative, analytical, and problem-solving skills.
• Demonstrated professionalism and discretion in handling sensitive or confidential information.
• Ability to exercise sound judgment, prioritize effectively, and adapt to shifting priorities in a fast-paced environment.
• Ability to work collaboratively across departments and with external vendors, industry partners, and volunteers.
• Strong customer service orientation and commitment to delivering high-quality support.
• Capacity to work under tight deadlines and, when necessary, flexible and extended hours.
• Willingness and ability to travel two or more times per year, which may include overseas travel.

Education/Experience

• Bachelor's degree preferred.
• Minimum of two years of experience working in an association, nonprofit organization, meetings environment, or related administrative role.
• Experience supporting meetings, conferences, sponsorship programs, or events preferred.

Computer Skills 
To perform this job successfully, an individual should have demonstrated proficiency with Microsoft Office (Word, Excel, Outlook, PowerPoint), Adobe Acrobat, database systems, project management tools, AI and automation tools, and general computing skills, as well as the ability to learn and become an adept user of AMS, housing and other meeting management systems and tools.

Work Environment
We welcome applicants from across the United States who are able to work remotely. Candidates based in the Chicago area may work remotely or a hybrid schedule from our downtown Chicago office.

Compensation & Benefits
In addition to a competitive salary, ISHLT offers a comprehensive benefits package, including employer-subsidized health insurance (90–100% of individual premiums), employee-paid dental and vision insurance, company-paid short- and long-term disability and basic life insurance, optional supplemental insurance, flexible Spending Account (FSA) and Health Savings Account (HSA) options, a 401(k) with up to 3.5% employer match, 12 paid holidays and 20 PTO days for new employees, paid parental leave, an Employee Assistance Program and additional wellness resources.

To Apply
Submit your resume and cover letter through this job platform. Please include your desired salary range and tell us why you're interested in this opportunity and why ISHLT is a great fit for your talents, experience, and career goals. Applicants must be authorized to work in the United States without employer sponsorship.

ISHLT is an equal opportunity employer. We value diversity, equity, and inclusion and welcome applicants from all backgrounds and experiences. All qualified applicants will receive consideration for employment without regard to age, color, creed, disability, gender, gender expression, place of origin, sexual orientation, protected veteran status, or any other characteristic protected by law.