Meetings & Events Coordinator

If you are unable to complete this application due to a disability, contact this employer to ask for an accommodation or an alternative application process. Meetings & Events Coordinator Full Time Alexandria, VA, US Reports to: Global Events Manager About Us The leading global trade association dedicated to advancing convenience and fuel retailing, NACS advances the role of convenience stores as positive economic, social and philanthropic contributors to the communities they serve and is a trusted adviser to retailer and supplier members from more than 50 countries. The U.S. convenience store industry, with more than 152,000 stores nationwide selling fuel, food and merchandise, conducts 160 million transactions daily and had sales of $818 billion in 2025. A member-driven organization, NACS has 80-plus employees and an annual operating budget of approximately $60 million. NACS supports the industry through its media platforms, advocacy efforts, research, events, products & services, and industry initiatives, helping members stay informed and connected. NACS Media is the voice that connects the convenience and fuel retailing industry through various channels, including its award-winning monthly publication NACS Magazine, NACS Daily e-newsletter and other modern media such as its weekly Convenience Matters podcast and Convenience Corner blog. This is where ideas are shared, products are launched, and consumer needs are solved. NACS also is a hub for cutting-edge research, insightful analysis, innovative educational opportunities and key industry initiatives that aim to advance the future of convenience and fuel retailing, including the NACS Show, one of the largest annual tradeshows in the country; more than a dozen targeted and regional events; 5 executive education programs at ivy-league universities and extensive advocacy to both elected leaders and the general public. Here is more about what it’s like to work at NACS. Position Overview NACS is seeking a highly organized, team-oriented and customer service focused Meetings & Events Coordinator to join our team. This role will play an essential part in the planning, coordination, and execution of our meetings, events, and NACS Show. This position will collaborate with both internal departments and external partners to ensure that all logistics are handled smoothly and efficiently for all events. The ideal candidate for this position is passionate about meetings and events, driven, and naturally curious. They will be detail-oriented, eager to learn, and skilled at problem-solving. Excellent written and verbal communication skills, flexibility, and a proactive, can-do attitude are essential for success in this role. The role is located onsite at NACS Headquarters in Alexandria, VA. Scope of Responsibilities: As a key member of the Meetings team, this individual will provide overall support to the team and other individuals of NACS staff. Key responsibilities include: Manage and/or support all logistics for meetings and events, including but not limited to, venue selection, vendor management, hotel reservations, transportation coordination, restaurant and menu selection, event seating arrangement, and audio-visual setup. Ensure all pre- and post-event details are coordinated effectively. Oversee the full registration process for assigned NACS meetings. This includes managing and/or supporting registration build, reporting, invoicing, inventory management, VIP registrations, badging, etc. Provide exceptional customer service to both external clients and internal staff. Address inquiries related to event logistics, registration, and any other event-related concerns via phone and email. Ensure prompt and professional service. Manage the production of print collateral (e.g. signage, tent cards, badges production, meeting handouts), ensuring all materials are prepared and delivered on time for events. Manage the ordering and inventory of all event-related materials and supplies, including ribbons, badge holders, badge stock, etc. Ensure that all items are stocked and available for each event. Maintain meetings & industry calendars and timelines Manage the logistics of shipping procedures for all NACS Meetings, including both domestic and international. Provide hands‑on support during meetings. Coordination of setup, ensuring proper room layouts, managing signage, and coordinating catering. Perform additional job‑related responsibilities, as assigned, demonstrating flexibility and expertise. Requirements: Excellent interpersonal and cross function collaboration skills Strong verbal, and written communication skills Ability to manage multiple projects simultaneously while maintaining attention to detail and meeting deadlines Strong organizational and time management skills, with the ability to work efficiently in a fast‑paced environment Excellent computer skills including MS Excel, Word, PowerPoint and Outlook (familiarity with Cvent Social Tables, Map Your Show, Smartsheet, and Protech are a plus) Previous experience with event planning/managing food & beverage/logistics is a plus Ability to adapt to changing priorities and provide excellent service under pressure General understanding of an expo a plus NACS Culture We hugely value, invest in and are devoted to the constructive culture that we’ve built and work on every day at NACS. Almost everything we do requires broad, multi‑department collaboration to ideate and execute creative initiatives that deliver compelling value to our members and our industry. What that requires is a relatively flat organizational structure that empowers teammates at different levels from all departments to constructively engage and support each other. Titles really don’t matter in such an organization. What matters is a culture of constructive behaviors that relishes divergent perspectives to craft well thought‑out initiatives and then come together to execute them. NACS Values: Do the right thing Focus long term In their terms Be fiscally responsible Strive for excellence The NACS Culture is highly collaborative, and we are better when we are together. NACS is a culture that believes in working together from the office. In-Office Position w/ Work From Anywhere (WFA) Days Metro Accessible – 2 blocks from King Street metro NACS is an Equal Opportunity Employer, dedicated to a policy of non-discrimination in employment on any basis. All applicants will be considered for all positions on the basis of qualifications and without regard to race, color, religion, sex, national origin, age, marital status, veteran status, disability, sexual orientation, and any other legally protected status. Salary Range: $60,000 to $70,000 annually. Actual compensation will be based on several factors, including but not limited to relevant experience, education, skills, and other qualifications. As the leading global trade association for convenience and fuel retailers, NACS advances the role of convenience stores as positive economic, social and philanthropic contributors to the communities they serve and is a trusted adviser to its retailer and supplier members from more than 50 countries. The U.S. convenience store industry, with more than 152,000 stores, conducts more than 160 million transactions daily and had sales of $860 billion in 2023. For more information, visit convenience.org #J-18808-Ljbffr