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 house meetings as requested

This is not meant to be all-inclusive as other duties may be assigned.

Measurement of Success

• Successfully meets deadlines
• Proactively alerts Supervisors to challenges or concerns related to delivery of client service
• Proactively suggests solutions to challenges encountered
• Pays attention to detail
• Internal satisfaction (meeting or exceeding goals and objectives set by team within deadlines}
• External satisfaction -good or excellent reviews in partner development survey
• Implements and follows the AH AMC Accreditation policies and procedures

Qualifications

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

• Able to multi-task and meet deadlines
• Good written and verbal communication skills
• Attention to detail
• Able to travel a few times per year
• Maintain a professional manner and attitude
• Strong skills in organization, prioritization and time management
• A good knowledge of office practices, administration and customer service skills and techniques
• Strong Microsoft Office software skills particularly Word, Excel and PowerPoint

Education/ Experience/Required Proficiencies

Bachelor's degree preferred, high school diploma required.

Language Skills

Ability to effectively communicate both orally and in written form with management, internal and external customers.

Reasoning Ability

Demonstrate the ability to anticipate and solve practical problems or resolve issues.

Physical Demands/ Work Environment:

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

This position may require travel. This may include the ability to drive a car or travel on public transportation such as trains and airplanes.

Individuals may need to sit or stand for extended periods of time; may require walking for periods throughout the day. Requires ability to use a computer, read a computer screen, use of a telephone and other office equipment as it relates to the work. Reaching above shoulder height, below the waist or lifting to move or access materials throughout the work day. Proper lifting techniques required. May include lifting up to 25 pounds for files, presentation equipment/documents and computer printouts on certain occasions. Vision acuity: duties may require the ability to identify and discern colors accurately, to focus and see both close up and far away. Primary environment: ambient room temperatures, lighting and traditional office equipment as found in a typical office environment.

What we offer - Employee Company Benefits

• Hybrid / Flexible work schedules available
• Medical, Dental, and Vision
• Company paid basic life insurance, short-term, and long-term disability
• Voluntary Life Insurance - Employee Paid
• AFLAC available
• Paid Time Off (PTO) accrual and Paid holidays
• 401k retirement plan available

• On-site Fitness Center, open 24/7
• Gym reimbursement program
• Training and Development opportunities

What sets us apart

• Named Best Place to Work by Philadelphia Business Journal 9 Times - based on a survey conducted of our employees
• Industry Leader - Most credentialed AMC and the 1st AMC to be Customer Service Certified by the Customer Service Institute of America

Who is AH?

AH is a professional services firm that specializes in helping non-profit organizations achieve their mission, create value, and advance their causes, industries, and professions. We have four main divisions within AH - a full-service Association Management Company; a Marketing and Communications Agency (