Meeting Coordinator

Association Headquarters•Mt Laurel Township, NJ

8d•Hybrid

About The Position

Association Headquarters is seeking a Meeting Coordinator to provide administrative and operational support w i th i n a team performing a variety of tasks . The Administrator is responsible for supporting programs and even t s and providing administrative support to the Account E x ecutive and/or other Director level or above posit i ons . APPLICATION INSTRUCTIONS To be considered for this position, the online application must be submitted, along with an updated resume. All applicable fields on the application are required. ESSENTIAL DUTIES AND RESPONSIBILITIES administrative functions below: Liaison between internal and external contacts Performs Payment processing ( bills and invoices , reimbursements ) Performs data entry for various databases Process and fill orders Maintain and order office supplies Prepare trade show supplies and shipments Social media updates as requested and directed Provide support to ED, AED, client Board and Committees as requested This is not meant to be all-inclusive as other duties may be assigned. Specific Responsibilities for our client not previously ment i oned : Meeting Coordinator Role: Abstracts Prepare instructions and setup for abstract site system Send out notice of abstract site opening/closing Update notifications for abstract acceptances/declines Work with Abstract Chair and Meet i ng Manager to slot abstracts into program Audiovisual Provide AV company a "Speaker Ready " database for Speaker Ready Room Speaker Name , email, presentation day/date/time and title Work with AV company to provide speakers a Presentation Guidelines document prior to arrival on-site Keep AV company updated on any changes regard i ng equipment needed Continuing Education/Evaluations Submit all requested information to accrediting bodies at least 10-12 weeks in advance (processing typically takes a long time , depending on the provider) Work with accrediting bodies to ensure the conference is approved for credit hours Prepare evaluation/work with evaluation company to ensure attendees can access Exhibits Receive exhibitor applications, input into exhibitor database Prepare exhibitor invoices if necessary Prepare confirmations to exhibitors Keep track of exhibitor registrations Work with the conference Decorator to ensure exhibitors have access to all necessary means to order materials for booth Hotel Rev i ew contract Know daily room rate Know how many staff rooms/VIP rooms on contract per night Send out housing survey to VIPs (board, speakers, etc .) to confirm travel dates Prepare Housing List for hotel contact Send 1-2 months prior to conference Send any changes as soon as they are received to hotel contact Send VIPs confirmation numbers from hotel once received Work with Meeting Manager to organize the Staging Guide Insurance Reach out to insurance company to receive Meeting Insurance Quote Select quote based on budget, have manager sign and return Moderators Work with program chair to develop a list of moderators Send out invitations to proposed moderators Keep an updated database of moderators Send instructions to moderators 2-3 weeks prior to meeting Print instructions for the pod i um on-site Print speaker bios for each session for podium on-s i te ( if necessary) Program Planning Send program cha i r an empty program template to look over Coordinate calls with program committee (if necessary) and take m i nutes on calls Help slot any sessions (if needed) Send draft programs to ED or Board for review and approval Program Keep draft programs Update programs as changes arise Final Program Prepare 3-4 months prior to conference Send to creative for design Make note of any printing specs or PDF nee d s for online posting Pocket Program If needed , prepare 3 - 4 months prior to conference Usually easiest to do in tandem w i th Final Program , as they're gene r ally similar Send to creative for design Note printing specs Registration Registration Brochure: Once program is decided , prepare Registration Brochure (5-6 months prior to conference) Send to creative for design Post onl i ne to webs i te Create reg i stration s i te in preferred sys t em (AA , Event Rebels , etc . ) Send out reg i stration notices to assoc iation VIPs once open (Board Members , speakers , affiliates, etc . ) Keep spreadsheet of all comped regist r ants for reference purposes Prepare weekly/biweekly eB l asts about registrat i on Weeks Out Report update each week with current registration numbers Send to chairs/board as necessary Answer all attendee registration questions Work with data department as needed to reg i ster paper forms received If you use AA and paper fo r ms are used, data will have to process them in AA If you use Event Rebels , you can register all recei v ed paper forms yourself Pull reports needed by associat i on If association has International attendees , prepare Letters of Invitation as requested Take stock of materials needed to o r der for on-site registration Badge stock Badge holders R i bbons Off i ce supplies Create badge templates for printing Stuff badges prepare badge bins for on - site execution Familiarize yourself with on-site reg i stration portal in preferred system Coordinate on-site registration Work w i th temp staff to ensure all pre - reg i stered attendees are checked in properly Register any attendees on-site Prepa r e on-site badge printing template Reimbursements Process reimbursements for board meetings , conference travel Keep database of re i mbursements processed Abstract Reviewers Wo rk with abstract chair on a list of reviewers Send invitation to reviewers Keep database of reviewers Update chair on any declines , needs Send instructions to reviewers Keep abstract chair updated on progress of abstract review process Shipping Prepare a shipping log based off items you will need to send to conference location Prepare shipping documents Ship items to conference location 1-2 weeks prior to conference (depending on location) West Coast - 2 weeks prior East Coast - 1week prior Europe/overseas - 3 weeks prior Signs Prepare signage in word document to send to creative for design Send PDFs from creative to decorator/printer Ensure signs are ready for print i ng 1 month prior to conference Smart Signs Prepare for comm i ttee meetings , satellite lunches , any additional events aside from main sessions Speaker Management Database Create speaker database with all relevant information Name, degrees, institution, presentation title/day/date/time Update database as changes arise Speaker Notifications Prepare notifications to send out once program is approved Accept, Decline, poster recommendation, etc . Travel/Hous i ng Request travel dates via survey for housing list Send confirmations Presentation Information Send detailed presentation timelines (day/date/time, presentation length , etc . ) Send presentation guidelines/instructions Registration Send registration information , keep track of promo codes used Theme Work with program committee to develop theme ideas Submit theme ideas to creative Send ideas to program committee , ask for votes, accept 2-3 draft changes Submit final selection to board for review and approval (if necessary) Work with creative throughout the year to use theme graph i cs as necessary Travel VIP Travel Coordinate all travel dates with Board , Speakers, Affiliates , etc . Work with travel agency (if applicable) to set up flight arrangements Keep databases of preferred check - in/out dates for hotel contacts o Travel Notices Prepare all travel notifications with meet i ng information, f l ight booking information, hotel reservation process , Website Work with AH Web Team (or preferred service) to create meeting website about 1 year prior to meeting Have website ready to launch 8-10 months prior to meeting Upload all necessary content into website Update website as changes/information come in Misc. Prepare weekly reports regarding planning progress if applicable Create an e-Blast timeline schedule to provide to any association employees Update meeting timeline each year Coordinate Board Meetings as necessary Obtain quotes from vendors as necessary Work with hotel staff to ensure Staging Guide requests are noted and followed MEASUREMENT OF SUCCESS Successfully meets deadlines Proactively alerts Supervisors to challenges or concerns related to delivery of client service Proactively suggests solutions to challenges encountered Pays attention to detail Internal satisfaction (meeting or exceeding goals and objectives set by team within deadlines} External satisfaction -good or excellent reviews in partner development survey Implements and follows the AH AMC Accreditation policies and procedures

Requirements

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
Bachelor's degree preferred , high school diploma required.
Ability to effectively communicate both orally and in written form with management, interna l and external custome rs.
Demonstrate the ability to anticipate and solve practical problems or resolve issues.

Responsibilities

Liaison between internal and external contacts
Performs Payment processing ( bills and invoices , reimbursements )
Performs data entry for various databases
Process and fill orders
Maintain and order office supplies
Prepare trade show supplies and shipments
Social media updates as requested and directed
Provide support to ED, AED, client Board and Committees as requested
Abstracts Prepare instructions and setup for abstract site system
Send out notice of abstract site opening/closing
Update notifications for abstract acceptances/declines
Work with Abstract Chair and Meet i ng Manager to slot abstracts into program
Audiovisual Provide AV company a "Speaker Ready " database for Speaker Ready Room Speaker Name , email, presentation day/date/time and title
Work with AV company to provide speakers a Presentation Guidelines document prior to arrival on-site
Keep AV company updated on any changes regard i ng equipment needed
Continuing Education/Evaluations Submit all requested information to accrediting bodies at least 10-12 weeks in advance (processing typically takes a long time , depending on the provider)
Work with accrediting bodies to ensure the conference is approved for credit hours
Prepare evaluation/work with evaluation company to ensure attendees can access
Exhibits Receive exhibitor applications, input into exhibitor database
Prepare exhibitor invoices if necessary
Prepare confirmations to exhibitors
Keep track of exhibitor registrations
Work with the conference Decorator to ensure exhibitors have access to all necessary means to order materials for booth
Hotel Rev i ew contract
Know daily room rate
Know how many staff rooms/VIP rooms on contract per night
Send out housing survey to VIPs (board, speakers, etc .) to confirm travel dates
Prepare Housing List for hotel contact
Send 1-2 months prior to conference
Send any changes as soon as they are received to hotel contact
Send VIPs confirmation numbers from hotel once received
Work with Meeting Manager to organize the Staging Guide
Insurance Reach out to insurance company to receive Meeting Insurance Quote
Select quote based on budget, have manager sign and return
Moderators Work with program chair to develop a list of moderators
Send out invitations to proposed moderators
Keep an updated database of moderators
Send instructions to moderators 2-3 weeks prior to meeting
Print instructions for the pod i um on-site
Print speaker bios for each session for podium on-s i te ( if necessary)
Program Planning Send program cha i r an empty program template to look over
Coordinate calls with program committee (if necessary) and take m i nutes on calls
Help slot any sessions (if needed)
Send draft programs to ED or Board for review and approval
Program Keep draft programs
Update programs as changes arise
Final Program Prepare 3-4 months prior to conference
Send to creative for design
Make note of any printing specs or PDF nee d s for online posting
Pocket Program If needed , prepare 3 - 4 months prior to conference
Usually easiest to do in tandem w i th Final Program , as they're gene r ally similar
Send to creative for design
Note printing specs
Registration Registration Brochure: Once program is decided , prepare Registration Brochure (5-6 months prior to conference)
Send to creative for design
Post onl i ne to webs i te
Create reg i stration s i te in preferred sys t em (AA , Event Rebels , etc . )
Send out reg i stration notices to assoc iation VIPs once open (Board Members , speakers , affiliates, etc . )
Keep spreadsheet of all comped regist r ants for reference purposes
Prepare weekly/biweekly eB l asts about registrat i on
Weeks Out Report update each week with current registration numbers
Send to chairs/board as necessary
Answer all attendee registration questions
Work with data department as needed to reg i ster paper forms received
If you use AA and paper fo r ms are used, data will have to process them in AA
If you use Event Rebels , you can register all recei v ed paper forms yourself
Pull reports needed by associat i on
If association has International attendees , prepare Letters of Invitation as requested
Take stock of materials needed to o r der for on-site registration
Badge stock
Badge holders
R i bbons
Off i ce supplies
Create badge templates for printing
Stuff badges prepare badge bins for on - site execution
Familiarize yourself with on-site reg i stration portal in preferred system
Coordinate on-site registration
Work w i th temp staff to ensure all pre - reg i stered attendees are checked in properly
Register any attendees on-site
Prepa r e on-site badge printing template
Reimbursements Process reimbursements for board meetings , conference travel
Keep database of re i mbursements processed
Abstract Reviewers Wo rk with abstract chair on a list of reviewers
Send invitation to reviewers
Keep database of reviewers
Update chair on any declines , needs
Send instructions to reviewers
Keep abstract chair updated on progress of abstract review process
Shipping Prepare a shipping log based off items you will need to send to conference location
Prepare shipping documents
Ship items to conference location 1-2 weeks prior to conference (depending on location)
West Coast - 2 weeks prior
East Coast - 1week prior
Europe/overseas - 3 weeks prior
Signs Prepare signage in word document to send to creative for design
Send PDFs from creative to decorator/printer
Ensure signs are ready for print i ng 1 month prior to conference
Smart Signs Prepare for comm i ttee meetings , satellite lunches , any additional events aside from main sessions
Speaker Management Database Create speaker database with all relevant information
Name, degrees, institution, presentation title/day/date/time
Update database as changes arise
Speaker Notifications Prepare notifications to send out once program is approved
Accept, Decline, poster recommendation, etc .
Travel/Hous i ng Request travel dates via survey for housing list
Send confirmations
Presentation Information Send detailed presentation timelines (day/date/time, presentation length , etc . )
Send presentation guidelines/instructions
Registration Send registration information , keep track of promo codes used
Theme Work with program committee to develop theme ideas
Submit theme ideas to creative
Send ideas to program committee , ask for votes, accept 2-3 draft changes
Submit final selection to board for review and approval (if necessary)
Work with creative throughout the year to use theme graph i cs as necessary
Travel VIP Travel Coordinate all travel dates with Board , Speakers, Affiliates , etc .
Work with travel agency (if applicable) to set up flight arrangements
Keep databases of preferred check - in/out dates for hotel contacts o Travel Notices Prepare all travel notifications with meet i ng information, f l ight booking information, hotel reservation process ,
Website Work with AH Web Team (or preferred service) to create meeting website about 1 year prior to meeting
Have website ready to launch 8-10 months prior to meeting
Upload all necessary content into website
Update website as changes/information come in
Misc. Prepare weekly reports regarding planning progress if applicable
Create an e-Blast timeline schedule to provide to any association employees
Update meeting timeline each year
Coordinate Board Meetings as necessary
Obtain quotes from vendors as necessary
Work with hotel staff to ensure Staging Guide requests are noted and followed