Meeting Coordinator

Meeting Coordinator

Association Headquarters is seeking to build a pipeline of high-level organized & customer service driven Meeting Coordinators to provide administrative and operational support within our client teams and overall company growth.

The Meeting Coordinator performs a variety of tasks related to the activities including the annual conference, board meetings, Item Development Workshops, audit meetings, certification workshops, and other various events and committee meetings held throughout the year. This includes virtual meetings utilizing video conferencing platforms and virtual meeting platforms to support client activities across modalities.

Specifically, the Meeting Coordinator serves in a support role for the Associate Meeting Manager and Director of Communications & Outreach. The Meeting Coordinator is involved in many aspects of the logistical planning of conferences and other meetings and events. As a Meeting Coordinator moves through the position, the expectation is to take on additional responsibilities and become involved in more areas of meeting management.

The Meeting Coordinator works closely with volunteer planning committees, internal departments, technology partners, marketing and communications, venues and vendors to meet the objectives of each meeting at the direction of the Director of Communications & Outreach.

Application Instructions

To be considered for this position, the online application must be submitted, along with an updated resume. All applicable fields on the application are required.

Essential Duties and Responsibilities

• Develop meeting materials and support TDP, LLC., conference taskforce, including follow-up on action items and deliverables
• Liaison between internal and external contacts
• Performs data entry for various databases
• Respond to requests for information on meetings, sponsorship, exhibits, partnering and other activities
• Maintain and order meeting supplies
• Prepare meeting supplies and shipments
• Speaker management (invitations, tracking responses, collecting presentation materials, reminders, etc.)
• Housing management (collecting VIP, speaker and staff housing and maintain master housing list)
• Registration management (collecting and inputting meeting registrations, customer service, weekly reporting on attendance and revenue)
• Provide information and training to certification coordinators to enhance and support customer and attendee needs
• Payment processing (bills and invoices, vouchers, reimbursements)
• Logistics (direct bill applications, assistance with set up book production, compiling site proposal responses, post-meeting statistic data collection)
• Work closely with education staff throughout planning process to ensure CE considerations and deadlines are being met throughout the planning process and during the execution of meetings with use of learning management system to support events during and post-meetings
• Duties as assigned (copies, scanning, filing, correspondence, internet-based research, proof-reading)
• Marketing - assist with development and proofing of all marketing material
• Coordinate timely and concise communications with meeting participants (presenter, chair, moderator, reviewer, etc.)
• Website management – updating material on website
• Provide on-site support as needed, as well as in-house meetings and virtual meeting operations
• Draft and distribute session host scripts
• Sponsorship and exhibitor administrative support as needed
• Provide back up to Customer Service Department at times of high volume
• Respond promptly to all inquiries received via email, phone and fax from customers and prospects
• Provide support for other team members as needed
• Follow and update meetings policies and procedures
• This is not meant to be all-inclusive as other duties may be assigned

AH Responsibilities:

• Be a role model for the company culture – embracing core values
• Adheres to AMC accreditation policies and procedures
• Attends AH meetings – as directed
• Pursues Professional Development Opportunities – as directed
• Participates in AH Committees/Task Forces when appropriate
• External Ambassador for AH
• AH meeting department: book vendor visits, handle food orders and set-up for any in…