Meetings Coordinator, AAAAI

EDI - Executive Director Incorporated•Milwaukee, WI

21h•Onsite

About The Position

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. 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.

Requirements

Computer proficiency including Word and Excel
Strong customer service skills
Problem-solving skills
Interpersonal skills
Organizational skills
Writing skills
Communication skills
High accuracy and attention-to-detail required
1 year of meetings management experience

Nice To Haves

Bachelor’s degree preferred

Responsibilities

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.