Meetings Specialist

DIA is a global healthcare association that mobilizes life science professionals from across all areas of expertise to engage with patients, peers, and thought leaders in a neutral environment on the issues of today and the possibilities of tomorrow. We envision a world where powerful health interventions and health-management tools are rapidly discovered, developed, approved, and made accessible to all.

It is an exciting time to join DIA as we lead the life sciences industry into the future of truly global and digitally enabled knowledge sharing and creation. By joining DIA, you join our mission to drive better health solutions for patients and stay at the forefront of the healthcare revolution.

Candidates must live within commuting distance of the DIA Washington, DC office.

This role leads the strategic planning, development, and execution of assigned DIA Specialty Meetings serving members and customers across the pharmaceutical, biotechnology, medical device, government, service provider, and academic sectors. It also manages DIA’s webinar portfolio, including sponsored webinars, content preview webinars, and virtual Short Courses. The Meetings Specialist works cross-functionally with Science, Marketing, Finance, Exhibits, and external stakeholders to deliver best-in-class educational experiences using both traditional and innovative learning formats.

This role also supports the broader Meetings Operations team by providing behind-the-scenes administrative and operational support as needed.

• Develop and manage detailed project plans for assigned meetings to ensure timely and successful delivery; experience with Asana or similar project management tools is preferred.
• Partner with the Associate Director, Specialty Meetings & Global Annual Meeting Logistics to develop and manage meeting budgets; monitor financial performance and proactively address or elevate risks, variances, or issues.
• Track registration and exhibit revenue against targets and ensure accurate documentation of all program expenses.

• Partner with Science colleagues to confirm meeting dates, locations, and delivery formats.
• Review venue contracts and lead all aspects of event planning and execution.
• Oversee logistics, including pre-conference planning, BEOs, layouts, AV, F&B, materials, and participant communications.
• Manage venue staff, vendors, onsite operations, and post-meeting debriefs and close-out activities.

• Oversee Calls for Abstracts/Topics and poster submissions; partner with Program Committees and Science colleagues to develop educational content.
• Lead planning calls, manage agendas, document decisions, and track follow-ups.
• Serve as primary contact for subject matter experts and manage all aspects of speaker participation (invitations, disclosures, bios, presentations, reimbursements).
• Collaborate with Marketing and Continuing Education to ensure accurate promotions and compliance-ready agendas/content.
• Partner on exhibit planning and maintain a comprehensive master meeting document to support web, program, and marketing materials.

• Own and execute DIA’s full webinar portfolio, including Solution Provider Webinars, Content Preview Webinars, and virtual Short Courses.
• Build and manage webinar events in Zoom, including setup, testing, and platform logistics.
• Partner with Marketing to create registration landing pages and promotional materials.
• Coordinate speaker communications, scheduling, rehearsals, and host live sessions while managing real-time logistics.

• Manage in-person and virtual Short Courses, including speaker coordination, website updates, and logistics.
• Support the Associate Director with RFPs, vendor coordination, F&B planning, room blocks, signage, transportation, convention center liaison, and post-event invoice review.

• Provide operational and administrative support to the Meetings Operations team, including communications, print materials, and follow-ups with speakers and exhibitors.
• Manage speaker…