Meetings Coordinator

Acog; Washington (District of Columbia); Hybrid; USD 46,000 - 52,000; Full time

Job summary

An established industry player is seeking a Meetings Coordinator to support the planning and execution of internal and external events. This role is pivotal in managing logistics, from registration to vendor coordination, ensuring every detail is meticulously handled. The ideal candidate will thrive in a fast-paced environment, showcasing exceptional organizational skills and a knack for communication. With a hybrid work model, this position offers flexibility while contributing to impactful events that enhance the experience for healthcare professionals. Join a team dedicated to improving women's health and making a difference in the community.

Benefits

Paid Parental Leave

Flexible Work Schedule

Commuting Allowance

Generous Paid Time Off

Holiday Pay

Life Insurance

Community Volunteering Opportunities

401(k) Company Contributions

Medical Insurance

Tuition Reimbursement

Qualifications

• 1+ year of administrative experience required, preferably in meetings.
• Proficient in Microsoft Office Suite with strong communication skills.

Responsibilities

• Coordinate logistics for meetings and manage online registration.
• Provide administrative support to ensure smooth delivery of events.

Skills

Microsoft Office Suite

Verbal Communication

Written Communication

Interpersonal Skills

Customer Service

Organizational Skills

Attention to Detail

Time Management

Education

High School Diploma

Bachelor's Degree

Tools

Registration Platforms

Meetings Management Technology

Job description

Overview

The Meetings Coordinator supports the planning and execution of ACOG’s internal and external meetings and events by providing a wide range of administrative and logistical support. This role assists with all aspects of registration - pre-, onsite, and post-event - and responds to registration inquiries. Responsibilities include setting up and managing online registration, generating reports, processing invoices, coordinating supplies, researching vendors, arranging food, beverage and audio-visual needs. The Coordinator also provides general administrative support to the meetings team to ensure smooth delivery of events.

Cover Letter Required

Note: This position is considered Hybrid and will need to commute to ACOG's office located in Washington, D.C.

Responsibilities

• Provides on-site and pre-event planning support for ACOG meetings.
• Assist with coordinating logistics for external meetings to include vendor research, invoice processing, credit card reconciliation, and supply management.
• Manage inventory, orders and ships registration and office supplies for events.
• Identify and escalate issues that may impact the success of an event.
• Tracks expenses, codes and processes invoices and ensures all invoices are paid promptly.
• Support the planning and preparation for the Annual Clinical and Scientific Meeting, including materials management and uniform tracking.
• Perform administrative duties such as managing calendars, scheduling meetings, making travel arrangements, and processing travel reimbursements.
• Manage the timely and accurate retention and retrieval of important documentation consistent with ACOG’s document retention policy and the department’s daily business requirements, to include organizing and maintaining electronic and paper files.
• Completes special projects such as creating PowerPoint presentations, financial spreadsheets, special reports, and agenda material for internal and external audiences.
• Collaborate cross-functionally with internal teams to ensure successful event and operational outcomes.
• Set up and manage registration platforms for ACOG events, including Committee Meetings, Annual District Meetings, and CREOG meetings using the ACOG database (Netforum).
• Generate and prepare attendee materials such as badges, labels, tent cards, rosters and accurate attendee lists.
• Processes cancellation, overpayments, refunds and credit card transactions. Prepares and distributes weekly attendance reports.
• Provide clear communication of registration policies and information to attendees; resolve inquiries and researches and resolves problems using sound judgement.
• Attends assigned domestic events to oversee and manage all aspects of onsite registration.
• Generates registration reports as requested and compiles and maintains historical registration data for departmental use.

Qualifications

Required Skills/Abilities:

• Proficient in Microsoft Office Suite (Word, PowerPoint, and Excel).
• Excellent verbal and written communications skills.
• Excellent interpersonal and customer service skills.
• Excellent organizational skills and attention to detail.
• Ability to manage multiple priorities and complete tasks on schedule.
• Comfortable working under pressure with tight deadlines.
• Ability to travel domestically (approximately 3-4 times per year, often over weekends).

Education and Experience:

• High School Diploma required; bachelor’s degree preferred.
• Minimum of 1 year of administrative experience required, preferably in meetings and registration.
• Experience with registration platforms and other meetings management technology preferred but not required.

About ACOG

Home to more than 61,000 health care professionals, the American College of Obstetricians and Gynecologists (ACOG) is a membership organization leading advancement to improve the lives of all people seeking obstetric and gynecologic care, their families, and communities. When you become part of the ACOG team, your part of an organization that values communicating evidence-based, peer-reviewed information about women’s health to members and the general public. ACOG supports its members by maintaining authoritative clinical guidance, providing continuing medical education resources, patient education materials and more. Together with our members, we are working to transform the future of health by delivering a compelling member experience, supporting the ob-gyn profession, and advocating for improved health for all people seeking obstetric and gynecologic care, their families, and communities.

Compensation

The base salary for this position is $46,000 - $52,000 per year, commensurate with experience and qualifications. In addition, ACOG offers a comprehensive benefits package that includes the perks outlined below.

Our Perks

Paid Parental Leave – Breastfeeding Friendly Workplace – Flexible work schedule – Commuting Allowance – Generous Paid Time Off – Holiday Pay – Life Insurance – Community Volunteering Opportunities – Generous 401(k) Company Contributions – Medical, Dental, and Vision Insurance – Learning Opportunities and Tuition Reimbursement – Company-Sponsored Team Outings – and more!

ACOG is an EEO employer committed to providing equal employment opportunities to all applicants and employees. As a federal government contractor and in accordance with applicable laws, regulations, and Executive Orders, the College takes affirmative action to ensure that applicants and employees covered are not discriminated against because of their race, color, religion, national origin, sex (gender), age, disability, pregnancy, marital status, sexual orientation, personal appearance, gender identity or expression, family responsibilities, political affiliation, veteran status, genetic information, or any other characteristic that is protected by applicable law. For more information about your equal employment opportunity rights, please view this poster: EEO is the Law. The College also participates in E-Verify.