Meeting Coordinator

About the role

The Association Headquarters is seeking Meeting Coordinators to provide administrative and operational support for client teams and company expansion. The role involves supporting the Associate Meeting Manager and Director of Communications & Outreach, performing a variety of tasks related to conferences and other meetings, and working closely with volunteer planning committees, internal departments, technology partners, marketing and communications, venues, and vendors.

Responsibilities

• Develop meeting materials and support TDP, LLC., conference taskforce
• Liaison between internal and external contacts
• Perform 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
• 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
• Duties as assigned (copies, scanning, filing, correspondence, internet-based research, proof-reading)
• Marketing - assist with development and proofing of all marketing material
• Cooling and managing website management
• 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 backup to Customer Service Department at times of high volume
• Respond promptly to all inquiries received via email, phone and fax from customers and prospects
• Support other team members as needed
• Follow and update meetings policies and procedures

Qualifications

• 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

What we offer

• 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
• Training and Development opportunities