Meetings Coordinator, AAAAI

EDI, Inc; Milwaukee (WI); On-site; USD 40,000 - 52,000; Full time

Job summary

American Academy of Allergy, Asthma & Immunology (AAAAI) is seeking an entry-level Meetings Coordinator to support the annual meeting and related events in Milwaukee. Responsibilities include registration, housing, exhibits coordination, and vendor liaison, with a focus on providing excellent attendee service.

The role reports to the Director of Meetings, requires basic meetings experience, and involves both phone and email inquiries for attendees and exhibitors.

Qualifications

• 1 year of meetings management experience.
• Bachelor’s degree preferred.
• Strong computer proficiency with Word and Excel.
• Excellent written and verbal communication skills.

Responsibilities

• Assist attendees with registration/housing by phone and email.
• Coordinate exhibitor applications, payments, and listings.
• Manage sponsorship handouts, floorplan materials, and vendor coordination.
• Coordinate onsite office supplies and ribbon inventory.
• Process invoices and maintain meeting records.
• Support committee activities and project deadlines.

Skills

Word proficiency

Excel proficiency

Customer service

Problem solving

Interpersonal skills

Organizational skills

Writing

Communication

Attention to detail

Education

Bachelor's degree preferred

1 year meetings management experience

Tools

iMIS

Job description

Meetings Coordinator

CLIENT ASSOCIATION(s):American Academy of Allergy, Asthma & Immunology, AAAAI

POSITION REPORTS TO:Director of Meetings

DIRECT REPORTS:N/A

EMPLOYEE STATUS:Non-Exempt, Full-time (37.5 hours per week)

ROLE TYPE/LEVEL:Entry Level

CLIENT/DEPARTMENT OVERVIEW:

The American Academy of Allergy, Asthma & Immunology (AAAAI) is a professional medical society dedicated to advancing the knowledge and practice of allergy, asthma, and immunology. With more than 7,000 members worldwide, AAAAI supports education, research, clinical care, and advocacy to improve patient outcomes. Its work includes publishing leading scientific journals, hosting an annual scientific meeting, providing continuing medical education, advocating for issues impacting physician practice, funding research through its Foundation, and offering resources and tools for both clinicians and the public.

CLIENT/DEPARTMENT OVERVIEW:

The American Academy of Allergy, Asthma & Immunology (AAAAI) is a professional medical society dedicated to advancing the knowledge and practice of allergy, asthma, and immunology. With more than 7,000 members worldwide, AAAAI supports education, research, clinical care, and advocacy to improve patient outcomes. Its work includes publishing leading scientific journals, hosting an annual scientific meeting, providing continuing medical education, advocating for issues impacting physician practice, funding research through its Foundation, and offering resources and tools for both clinicians and the public.

The Meetings Team of AAAAI orchestrates the logistical details of the Annual Meeting and all smaller meetings throughout the year. From the initial Request for Proposal (RFP) to final invoice reconciliation, we ensure each event runs seamlessly. Our responsibilities encompass all aspects of meeting management, including registration and housing coordination, meeting room arrangements, audiovisual and food and beverage services, signage, exhibits, sponsorship and vendor management. The same level of precision and dedication guides our support for smaller meetings, ensuring a consistently exceptional experience across all events.

JOB OVERVIEW:

Responsible for coordinating administrative functions for the AAAAI Annual Meeting including registration & exhibits as well as various logistics. Provide consistent, quality customer service while responding to inquiries to meeting attendees and exhibitors by phone or email.

POSITION RESPONSIBILITIES (minimum of 37.5 hours/week):

• Assist attendees with Annual Meeting registration/housing questions via telephone and email. Respond to all inquiries in a timely and professional manner. Coordinate development of invitation letters for international attendees.
• Primary contact with the exhibit booth sales vendor and with exhibitors regarding application status, booth payments, Data Processing Agreements (DPAs), Exhibitor Appointed Contractors (EACs), insurance policies, booth assignments notifications, online/mobile app listings, giveaway & mailing list requests and any additional special requests.
• Coordinate the Exhibitor Prospectus, Exhibitor Application, various exhibitor forms and Floorplan Sponsorship Handout through working with the Creative Services team and Director of Meetings.
• Work closely with the mobile app vendor to manage exhibitor import, announcement and access to listing enhancements and exhibit hall floorplan.
• Perform administrative functions associated with Annual Meeting registration/housing and other AAAAI Meetings, including but not limited to performing data entry into iMIS and other meeting systems and collect reports.
• Coordinate Annual Meeting registration deliverables including registration bags, reg bag inserts, lanyards, door drop bags, badge holders, badge stock and ribbons.
• Manage Annual Meeting ribbon inventory, ticketed ribbon lists, staff distributed ribbons and onsite ribbon kiosk.
• Create documents for, assemble and manage the printing/delivery of the Operations Manual.
• Coordinate onsite office supply orders and pack office supply materials for Annual Meeting.
• Oversee the ship-out for Annual Meeting with General Contractor, facilitate all box movement onsite and coordinate ship-back; coordinate any items shipped directly to the venue or directly out from venue.
• Assist with reconciling Annual Meeting invoices.
• Maintain AAAAI meetings records including Meeting Team archives, registration and exhibit statistics and related organizations meeting list, etc.
• Serve as liaison to assigned committee(s) by coordinating activities and providing support as needed to achieve objectives.
• Other duties as assigned.

SKILLS AND QUALIFICATIONS:

Computer proficiency including Word and Excel, strong customer service, problem-solving, interpersonal, organizational, writing, and communication skills, high accuracy and attention-to-detail required.

EDUCATION/EXPERIENCE:

1 year of meetings management experience; Bachelor’s degree preferred.

TRAVEL REQUIRED:

Approximately 1 week per year. Exceptions are made due to physician-approved circumstances, based on AAAAI/EDI policy or supervisor discretion.

WORK ENVIRONMENT:

This is a full-time position located in our office in downtown Milwaukee, WI and a minimum of two days onsite in the office (including Wednesday as an all-staff-in-office day) are a requirement of the role.

PHYSICAL REQUIREMENTS:

Must be able to move quickly from place to place and possibly move 25-pound boxes.

ADDITIONAL INFORMATION:

Travel to the Annual Meeting and participation in occasional early morning or evening conference calls is required.