Meetings and Business Development Coordinator

AMERICAN ASSOCIATION FOR JUSTICE • Washington, DC

1d • Hybrid

About The Position

The American Association for Justice (AAJ) works to preserve the constitutional right to trial by jury and to make sure people have a fair chance to seek justice when they are injured by the negligence or misconduct of others - even when it means taking on the most powerful corporations. AAJ is seeking a Meetings and Business Development Coordinator for its Meetings and Convention department. The Meetings and Business Development Coordinator is responsible for supporting the meetings and business development teams, while working with colleagues to service the meetings portfolio and business development activities and operations. Essential duties include: Assist with planning and execution of department events and meetings to include coordination with attendees, sponsors, and exhibitors. Responsible for inventory, ordering and packing and shipment of event-related supplies for meetings and events. Input and update event content, creating and editing event surveys, reviewing event promotional material. Track and update event calendars, timelines, task lists and deliverables. Serves as primary contact for routine constituent questions via meetings mailbox, responds to email and telephone inquiries in a timely and professional manner. Directs non-routine and non-event related requests to managers, directors or other departments, as appropriate. Submits cover sheets and vendor invoices and refunds to accounting and into the accounting information system. Set up, maintain, track and record RFP responses for meetings and events and generate accurate reports regarding status of events. Assist with signage ordering and proofing for the conventions. Coordinate sponsorship confirmations, fulfillment and tracking, including implementation of sponsor benefits, as well as support of financial tracking and reconciliation. Update MTiley management system for email templates and sponsorship assets for upcoming conventions and events; coordinate and send sponsorship invoices and/or renewals, updates, and reminders. Provide onsite operational support at the Winter and Annual conventions. This includes unpacking shipments, organizing and distributing signage as needed, updating BD onsite checklists, assisting at the registration desk, and executing additional duties as assigned.

Requirements

• Bachelor’s degree in hospitality, events management, business or related field.
• 2-3 years of professional experience in meetings or event management, preferably in a not-for-profit environment or with a member association.
• Strong written and oral communication, time management, project management and interpersonal skills.
• Highly detailed and result-focused with excellent organizational skills.
• The ability to establish positive working relationships with staff and clients.
• Ability to perform basic accounting functions, processing invoices and coding.
• The ability to work in a fast-paced environment, good time management skills, and the ability to prioritize tasks.
• Working knowledge of industry terminology, sponsorship fulfillment, and tradeshow management processes.
• Demonstrated customer service ethic.
• Ability to interact productively with member plans, AAJ staff and work in a highly collaborative environment.
• Advanced skills in MS Office applications
• Strong MS Office skills, particularly with Word, Outlook, PowerPoint, and Excel.

Responsibilities

• Assist with planning and execution of department events and meetings to include coordination with attendees, sponsors, and exhibitors.
• Responsible for inventory, ordering and packing and shipment of event-related supplies for meetings and events.
• Input and update event content, creating and editing event surveys, reviewing event promotional material.
• Track and update event calendars, timelines, task lists and deliverables.
• Serves as primary contact for routine constituent questions via meetings mailbox, responds to email and telephone inquiries in a timely and professional manner.
• Directs non-routine and non-event related requests to managers, directors or other departments, as appropriate.
• Submits cover sheets and vendor invoices and refunds to accounting and into the accounting information system.
• Set up, maintain, track and record RFP responses for meetings and events and generate accurate reports regarding status of events.
• Assist with signage ordering and proofing for the conventions.
• Coordinate sponsorship confirmations, fulfillment and tracking, including implementation of sponsor benefits, as well as support of financial tracking and reconciliation.
• Update MTiley management system for email templates and sponsorship assets for upcoming conventions and events; coordinate and send sponsorship invoices and/or renewals, updates, and reminders.
• Provide onsite operational support at the Winter and Annual conventions. This includes unpacking shipments, organizing and distributing signage as needed, updating BD onsite checklists, assisting at the registration desk, and executing additional duties as assigned.

Benefits

• Hybrid work schedule, onsite Tuesday through Thursday and 100% remote work for the month of August (for most employees)
• Comprehensive health insurance which includes medical, dental, vision, life, disability, flexible spending account (FSA), and 401K with an employer match
• Generous paid leave (e.g., vacation, sick, personal, parental), 11 federal holidays, and paid time off between Christmas and New Years
• Subsidized metro transit and/or parking benefits
• Professional development opportunities
• Company social events
• Office conveniently located ½ block from Gallery Place/Chinatown metro station in downtown Washington, DC

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level