Coordinator, Meetings
AAAE · Alexandria, VA · 1 mo ago
On-siteAdministrativeFull-time
Primary duties and responsibilities
- Maintain industry and internal conference calendars.
- Pack necessary supplies, programs, etc. for meetings and conferences.
- Proof rosters for meetings and edit as needed.
- Manage the freight vendor relationship including coordination for all meeting shipments.
- Produce weekly pickup reports tracking all meetings.
- Manage departmental inbox and respond to all inquiries.
- Invent and order meeting supplies including research of costs as needed.
- Draft, compile, and analyze meeting survey results.
- Aid in managing the AAAE Conference Center, maintaining supply inventory.
- Responsible for meetings department history, financial reporting and comparisons, and tracking spreadsheets.
- Aid in daily department operations for meetings.
- Proof aaae.org meetings pages for consistency and accuracy, revising as needed.
- Book staff travel for the larger AAAE meetings.
- Aid in speaker and complimentary registrations as well as programming content for the Mobile App.
- Cookordinate with planners on pre and post conference confirmation letters.
- Aid planners in preparing hotel response comparisons.
Education, prior work experience, and specialized skills and knowledge
- Bachelor’s Degree
- 1-2 years of administrative or customer service experience
- Experience in a non-profit or association setting strongly preferred
- MS Office skills
- A team-player, willing to assist when needed
- Excellent organizational, communication, and customer service skills
- Strong attention to detail and ability to multi-task
- Must be self-motivated and able to work independently
Typical physical demands/work environment
- To successfully perform the essential functions of this job, with or without reasonable accommodation, an employee is occasionally required to stand; walk; sit; use hands to grasp objects; reach with hands/arms; balance, stoop, kneel, or crouch; speak or listen; lift and/or carry up to 25 pounds; use close, distance, color, peripheral, depth perception, and focused vision.
- While performing the duties of this job, the employee is not exposed to weather conditions and the noise level is moderate.