Meetings Coordinator

POSITION SUMMARY The Association for Community Affiliated Plans (ACAP) seeks a Meetings Coordinator to provide administrative support for conference and events functions. Reporting to the Conference and Events Director, this position will assist in collaboration, coordination and delivery of materials for conferences and events hosted by ACAP. The successful candidate will excel in maintaining effective communication and possess strong organizational and interpersonal skills. This role requires a detail‑oriented individual capable of thriving in a dynamic work environment with the ability to work independently under general supervision and serve as a liaison to various points of contact. PRINCIPAL DUTIES AND RESPONSIBILITIES The responsibilities of the Meetings Coordinator will include: Materials and Communications Coordination Draft and proofread email communications for conference attendees, including announcements and reminders. Develop event participant directories, badges, and other registration materials for meetings. Collect and assemble materials for participant folders and electronic distribution. Provide vendor and sponsorship reports. Organize and coordinate materials for professional printing. Track deadlines and ensure timely follow‑up on key initiatives. Speaker Liaison Maintain ongoing communication with event speakers and presenters, coordinating logistical details, letters, travel arrangements, and collecting presentations. Update conference speaker tracking documents. Provide calendar invitations to event speakers. Meetings Administration and Technology Keep event timelines current and accurate. Manage ACAP’s meetings email folder, ensuring timely responses to inquiries. Maintain and update registration sites and web pages related to meetings, assisting in the generation of registration reports. Design, develop, and update conference mobile apps. Provide support for event registration website. Post meeting content to ACAP’s website. Create and track special event invitations. Conference and Events Support Provide support for events such as conferences and workshops. On‑site support for ACAP hosted conferences including registration desk, setup/tear‑down/packing of materials and general event assistance. Address member inquiries and resolve concerns in a timely manner. Other tasks as assigned. QUALIFICATIONS / SKILLS & KNOWLEDGE REQUIREMENTS Minimum of two (2+) years of administrative experience. Experience in associations, meeting coordination and logistics, a plus. Highly skilled in the use of Office 365 (including Outlook, Word, Excel, Teams, and PowerPoint) and Zoom with an ability to become familiar with organization‑specific software. Experience with event management and mobile app software preferred, Aventri knowledge desired. Prior use of association or contact management software, MemberSuite and Informz, a plus. Excellent organizational and project management skills, with strong attention to detail. Comfortable learning new technology platforms, including productivity tools, project management software (MS Planner). Ability to efficiently multi‑task and adapt to changing priorities in a fast‑paced environment. Comfortable working independently with guidance and in a team environment. Possession of exceptional interpersonal and customer service skills. Ability to establish, maintain, and foster positive and effective working relationships with those contacted in the course of performing duties and responsibilities. Must exhibit high levels of professionalism. Exceptional written and verbal communication skills with ability to engage effectively with diverse members and participants. ADA SPECIFICATIONS This position frequently operates in a professional office environment. The role routinely uses standard office equipment such as computers, phones, photocopiers and filing cabinets. This position requires continuous walking, standing and moving about. Ability to lift up to 20 pounds. Ability to travel both locally and overnight. EXPECTATION FOR ALL EMPLOYEES Support the organization's mission, vision, and values by exhibiting the following behaviors: excellence and competence, collaboration, innovation, professional demeanor, accountability, and ownership. COMPENSATION AND BENEFITS The pay offered to a successful candidate is competitive and determined by various factors, including education, work experience, job responsibilities, and ACAP’s practice of upholding salary equity within the organization. The starting salary for the Meetings Coordinator is $25 to $30 per hour. ACAP provides an excellent, comprehensive benefits package to employees, subject to eligibility. Medical, vision, and dental insurances Paid time off 401(k) retirement plan Flexible spending account Parental leave Short and long‑term disability insurance Training & development Reports To Director, Conference and Events Employment Type Full‑time, on‑site (37.5 hrs./week) FLSA Status Non‑Exempt Work Authorization Must be able to legally work for ANY employer in the U.S. without sponsorship. Location The position is located in Washington, DC., in person. Occasional local travel (less than 10%). Equal Opportunity Statement ACAP is an equal opportunity/affirmative action employer. All qualified applicants will receive consideration for employment without regard to race, sex, religion, national origin, or any other characteristic protected by law. #J-18808-Ljbffr