Meeting Coordinator

American College of Surgeons

About the American College of Surgeons:

The American College of Surgeons (ACS) is a professional and educational organization of surgeons that was founded in 1913 to raise the standards of surgical practice and improve the quality of care for surgical patients. The College is dedicated to the ethical and competent practice of surgery. Its achievements have significantly influenced the course of scientific surgery in America and have established it as an important advocate for all surgical patients. The College has more than 80,000 members and is the largest organization of surgeons in the world. For more information, visit

Position Details

Meeting Coordinator
Chicago Illinois
Chicago, IL


Manages the meeting room inventory at ACS headquarters, which includes 20+ meeting spaces, ranging in sizes and setups. Handles the logistics for all meetings taking place within that ACS HQ meeting space, an estimate of over 1,500 meetings annually. Oversees the Meeting Management Software utilized for managing the meeting space at ACS HQ and is used by all ACS staff to book space. Works collaboratively with other ACS departments to ensure consistent practices and policies are being met as it relates to ACS HQ meeting space. Handles transient guestroom reservations with local Chicago hotels for ACS members, volunteers and staff and assists with group dinner arrangements as needed. Provides onsite support for ACS's annual Clinical Congress and other meetings and duties as needed.

This exempt position will report to the Meeting Manager in the Division of Convention and Meetings. It is based in our Chicago office and is a hybrid role: 3 days per week in the office/2 days per week remote.

Primary Responsibilities:

  • Coordination of internal ACS meetings: Manages meeting room inventory at ACS headquarters (20+ meeting rooms, ranging in sizes and setups). Manages scheduling and logistics of over 1,500 internal meetings, including blocking space, ordering catering, overseeing audio visual, onsite support as needed, and bill reconciliation. Assists with maintenance and general upkeep of meeting space, audio visual equipment, and meeting supplies (tables, chairs, easels, signage). Manages the booking of ACS HQ meeting space to external (outside) groups and services the meeting as needed.
  • Manages the use of the Meeting Management Software, which is utilized for managing the meeting space inventory within ACS headquarters, and also utilized by ACS staff to book meeting space at ACS headquarters. Configures system according to needs (capacities, setups, photos, descriptions). Assists end-users (ACS staff) as needed with using the system to book space. Runs weekly reports and sends to all stakeholders (Convention & Meetings, Facilities, IT, Security, Reception and Building Management).
  • Works with Meeting Manager to ensure consistent practices and policies are being met across all departments involved with internal meetings (Facilities, Information Technology, Office Services, Reception, and Building Security), and reviews/revises practices and policies as needed to help with efficiency and a quality operation.
  • Coordination of ACS Meetings: Handles the logistical planning and requirements of small ACS Chicago-Based meetings, as needed. Sourcing and venue selection, manages housing, prepares meeting specifications (including room setups, food & beverage, audio visual), monitors the budget and expenses, and bill reconciliation. Provides onsite support when required.
  • Assists with sourcing and securing local restaurants for private group dinners. Works with the Hyatt Centric Chicago Magnificent Mile on transient guestrooms needs (ACS members, volunteers, and staff) and in-house catering needs.

Required Education and/or Experience:

  • Bachelor’s degree from an accredited college or university is preferred, but not required; hospitality program certification is a plus. 
  • Minimum of 1-2+ years of relevant professional experience in a similar or related role is required. 
  • Strong administrative skills and experience are required, meeting planning experience is preferred. 
  • Experience with hotel contracts and banquet event orders, audio visual equipment, and event planning software is a plus. 
  • Strong working knowledge of Microsoft Office applications, including Outlook, Excel, Word, and PowerPoint desired, as well as experience with Zoom and other virtual meeting platforms.

Comprehensive Benefits:

We’re committed to attracting and retaining top talent via valuable benefits!

  • Vacation, personal, and sick hours including 13 paid holidays per year 
  • Hybrid office schedule 
  • Medical—comprehensive coverage through BlueCross BlueShield 
  • Dental, Vision, and Prescription drug program 
  • 403(b) Matching Program 
  • Pension Plan 
  • Flexible Spending Medical/Dependent Care 
  • Employee Assistance Program 
  • Short Term/Long Term Disability 
  • Life Insurance 
  • Domestic Partner Coverage 
  • Plus many other great benefits!

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