Coordinator, Meetings

AAAE; Alexandria (VA); On-site; USD 42,000 - 62,000; Full time

Job summary

The Meetings Coordinator at AAAE in Alexandria, VA supports logistics for conferences, meetings, educational programs, and webinars produced by AAAE and operates the AAAE in-house conference center.

This role handles calendars, prepares materials, coordinates shipments, proofs rosters, supports planners, and maintains surveys, reports, and travel arrangements for major meetings.

Qualifications

• Bachelor’s Degree.
• 1-2 years of administrative or customer service experience.
• Experience in a non-profit or association setting strongly preferred.
• 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.

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.
• Inventory and order meeting supplies including research of costs as needed.
• Draft, compile, and analyze meeting survey results.
• Assist with meetings taking place in the AAAE Conference Center and maintain supply inventory for the center.
• Responsible for meetings department history, financial reporting and comparisons, and tracking spreadsheets.
• Assist meeting planners with daily department operations.
• Proof aaae.org meetings pages for consistency and accuracy, revising as needed.
• Book staff travel for the larger AAAE meetings.
• Assist with speaker and complimentary registrations as well as programming content for the Mobile App.
• Coordinate with planners on pre and post conference confirmation letters.
• Assist planners in preparing hotel response comparisons.
• Performs other related duties and assignments as required.

Skills

Organizational skills

Communication skills

Customer service

Attention to detail

Independent worker

Team player

Education

Bachelor's Degree

Job description

The Meetings Coordinator is responsible for assisting with various aspects of logistics for conferences, meetings, educational programs, and webinars produced by AAAE and operation of the AAAE in-house conference center.

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.
• Inventory and order meeting supplies including research of costs as needed.
• Draft, compile, and analyze meeting survey results.
• Assist with meetings taking place in the AAAE Conference Center and maintain supply inventory for the center.
• Responsible for meetings department history, financial reporting and comparisons, and tracking spreadsheets.
• Assist meeting planners with daily department operations.
• Proof aaae.org meetings pages for consistency and accuracy, revising as needed.
• Book staff travel for the larger AAAE meetings.
• Assist with speaker and complimentary registrations as well as programming content for the Mobile App.
• Coordinate with planners on pre and post conference confirmation letters.
• Assist planners in preparing hotel response comparisons.
• Performs other related duties and assignments as required.

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
• 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.