Meeting Coordinator

Association Headquarters•Mount Laurel Township, NJ

5d•Hybrid

About The Position

Association Headquarters is seeking to build a pipeline of Meeting Coordinators due to our tremendous growth in 2026! The Meeting Coordinator performs a variety of tasks related to the activities including the annual conference, board meetings, Item Development Workshops, audit meetings, certification workshops, and other various events and committee meetings held throughout the year. This includes virtual meetings utilizing video conferencing platforms and virtual meeting platforms to support client activities across modalities. Specifically, the Meeting Coordinator serves in a support role for the Associate Meeting Manager and Director of Communications & Outreach. The Meeting Coordinator is involved in many aspects of the logistical planning of conferences and other meetings and events. As a Meeting Coordinator moves through the position, the expectation is to take on additional responsibilities and become involved in more areas of meeting management. The Meeting Coordinator works closely with volunteer planning committees, internal departments, technology partners, marketing and communications, venues and vendors to meet the objectives of each meeting at the direction of the Director of Communications & Outreach.

Requirements

High school diploma required
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

Nice To Haves

Bachelor's degree preferred

Responsibilities

Develop meeting materials and support TDP, LLC., conference taskforce, including follow-up on action items and deliverables
Liaison between internal and external contacts
Performs 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 to enhance and support customer and attendee needs
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 throughout planning process to ensure CE considerations and deadlines are being met throughout the planning process and during the execution of meetings with use of learning management system to support events during and post-meetings
Duties as assigned (copies, scanning, filing, correspondence, internet-based research, proof-reading)
Marketing - assist with development and proofing of all marketing material
Coordinate timely and concise communications with meeting participants (presenter, chair, moderator, reviewer, etc.)
Website management – updating material on website
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 back up to Customer Service Department at times of high volume
Respond promptly to all inquiries received via email, phone and fax from customers and prospects
Provide support for other team members as needed
Follow and update meetings policies and procedures