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Administrative Coordinator/Assistant Meeting Planner

Business Education
Gulfcoast Ultrasound Institute ( has been a leading provider of diagnostic and interventional ultrasound specific continuing medical education (CME) since 1985. GCUS offers live hands-on courses, online courses, custom onsite courses, and a full line of over 300 self-directed CME credit approved products. Our offices are located in downtown St. Petersburg, FL and we are in need of a Full-time Administrative Account Executive to help with a variety of roles within the company. This individual will assist in multiple department projects along with day to day responsibilities.
Regular hours are Monday-Friday 8:30 am-5:00 pm. When seminars are conducted the administrative staff rotate working different shifts: 6:00 am-2:30 pm, 8:30 am-5:00 pm, and 9:00 am-5:30 pm. There are occasional Saturday and evening work requirements.
This position usually takes about a year to go through training to learn terminology and all aspects of the business with a base starting salary of $35,350/ year plus benefits. Once comfortable in the position there will be commission opportunities available based off of warm lead outbound sales and customer follow-up on top of salary and benefits.

Our location is in downtown St. Petersburg, FL … Due to drive time, we are considering only those residing in Pinellas County.
Looking for the following qualities in applicants: Upbeat, Positive Attitude, Customer Service Oriented, Team Player, Multi-tasking, Organizational Skills and Detail Oriented.

General prerequisites include:
  • Excellent customer service skills
  • Strong Self-initiative
  • Desire to assist others
  • Strong Interpersonal communication skills
  • Ability to show up on-time / multitask
  • Exceptional organization skills and detail oriented
  • Strong oral and written communication skills
  • Ability to work independently and as a team
  • Computer skills using Microsoft Office, Access, Outlook, Google Drive / Docs / Sheets, general e-mail, and Internet
  • Quickbooks Enterprise knowledge is a plus, however can be taught on the job
  • Medical Experience / terminology is a plus
  • Experience in dealing with accredited continuing medical education events is also a plus
  • Minimum Associates degree.
  • Office building policy is a smoke-free environment.
General Responsibilities Include:
The day-to-day responsibilities of this position are multifaceted and require an individual who is able to prioritize tasks, are able to work well with others, and alone. This position will require someone who is self-motivated and able to think creatively. Customer service skills are a must to assist with questions about the various products and services offered.
  • General customer service responsibilities
  • Ability to make outbound warm-lead calls to previous customer and follow-up with customers who have requested information from our company
  • Process seminar registrations
  • Process online product sales orders
  • Answer questions from prospective customers regarding seminars, products and other services offered
  • Follow-up with online customers who have items in their shopping cart but have not completed the online check-out process
  • Follow-up with online customers who have sent in contact information request questions
Seminar coordination responsibilities include:
In this position, you will have a number of courses ranging from 5-50 attendees per course assigned to you each year. During these events you will be responsible for coordination of faculty travel, attendee lodging assistance, coordination of food and beverage, pre and post-course materials, etc. You will be working closely with the technical program coordinators to ensure the events go smoothly. Attention to detail and excellent organizational skills are a must.
  • Preparing course materials
  • Prepare sign-in sheets, name tags, rosters, evaluation forms, CME certificates, confirmation letters to instructors, models
  • Oversee classroom and scan lab setup for seminars
  • Help set up for seminars
  • Complete guest speaker travel arrangements
  • Coordinate hotel arrangements for seminar attendees
  • Maintain course files for accreditation purposes (special training provided)
Please upload your resume' with references (a must).
Interview appointments based on qualifications currently being set. Please do not walk in, only online submissions will be considered.
This Position is full-time position. A 90 day review will be conducted to evaluate your performance at that time. Annual reviews are conducted at which time pay / role changes will be considered. This position takes about a year to become fully trained, over which time we encourage employees to identify areas of interest. After a year we try to adapt the position to focus on areas that highlight the employees talents.

Additional Info

Job Type : Full-Time

Preferred Qualifications : Microsoft Office Suite
Quickbooks Enterprise
Customer Service skills

Job Benefits : 2 Weeks Paid Vacation after 1 year;
3 Weeks Paid vacation after 5 years;
401k with up to 4% Company matching available after 1 year;
Health insurance options available after 90 Days;
1 week sick pay available after 90 days;
Parking Garage Pass

Needed Availability/Scheduling : Immediate

Preferred Experience : 3-5 years

Type of Location : One location

The Location(s) (N/A if not applicable) : N/A

Pay/Salary : Starting $35,350.00/yr

Employer contact information : Gilbert Green

COVID-19 mask requirement? : No, we do not require employees to wear a face mask.

COVID-19 vaccine requirement? : No vaccine required

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