Meetings and Convention Coordinator

(SMACNA) seeks a Coordinator in the Meetings and Convention Department

SMACNA is an international trade association representing the interests of construction contractors engaged in the sheet metal, heating, ventilating and air conditioning industry. This position will work closely with Executive Directors, Directors, staff, peers, members, and outside speakers and consultants to ensure successful events.

• Create, distribute, and track all meeting requests using
• Maintain an up‑to‑date calendar of SMACNA and external chapter meetings.
• Coordinate all logistics for assigned meetings, including preparing specifications for hotel accommodations, audiovisual needs, and food and beverage services.
• Maintain departmental files as required.

• Manage shipping logistics, create supply lists, coordinate packing/unpacking, and ensure timely delivery of materials.
• Coordinate signage and branding details for meetings and conventions.
• Develop and implement post‑event evaluations.
• Serve as the primary point of contact for all convention‑related inquiries.
• Manage the convention mobile app, ensuring content updates, push notifications, and attendee engagement features are accurate and timely.

• Provide support to the Executive Director, including scheduling, correspondence, and special projects.
• Partner with leadership and staff to implement committee deliverables efficiently and within budget.
• Develop and maintain procedures, announcements, statistical reports, and historical records.
• Perform other job‑related duties as assigned.

Approximately 7–10 days per year.

• Undergraduate degree or equivalent work experience, and at least 3 years' experience in association meetings.
• Proficient in Microsoft Office Suite, , database management, and general web and email applications.
• Self‑starter with the ability to work independently and proactively.
• Exhibit strong attention to detail and commitment to accuracy.
• Exceptional communication, interpersonal, and presentation abilities, both written and verbal.
• Excellent organization and time management skills with the ability to manage multiple projects effectively in a deadline‑driven environment.
• Demonstrate a commitment to continuous learning and professional development, staying updated on industry trends, best practices, and emerging technologies.

• CMP certification preferred.
• Chicago‑based candidate preferred but will consider Chantilly, VA candidates.

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