Meetings Coordinator

American College of Obstetricians and Gynecologists•Washington, DC

8h•$52,000 - $58,000•Hybrid

About The Position

The Meetings Coordinator supports the planning and execution of ACOG’s internal and external meetings and events by providing a wide range of administrative and logistical support. This role assists with all aspects of registration - pre-, onsite, and post-event - and responds to registration inquiries. Responsibilities include setting up and managing online registration, generating reports, processing invoices, coordinating supplies, researching vendors, arranging food, beverage and audio-visual needs. The Coordinator also provides general administrative support to the meetings team to ensure smooth delivery of events. Note: This position is considered Hybrid and will need to commute to ACOG's office located in Washington, D.C.

Requirements

Proficient in Microsoft Office Suite (Word, PowerPoint, and Excel)
Excellent verbal and written communications skills.
Excellent interpersonal and customer service skills.
Excellent organizational skills and attention to detail.
Ability to manage multiple priorities and complete tasks on schedule.
Comfortable working under pressure with tight deadlines.
Ability to travel domestically (approximately 3-4 times per year, often over weekends)
High School Diploma required; bachelor’s degree preferred.
Minimum of 1 year of administrative experience required, preferably in meetings and registration.

Nice To Haves

Experience with registration platforms and other meetings management technology preferred but not required.

Responsibilities

Provides on-site and pre-event planning support for ACOG meetings.
Assist with coordinating logistics for external meetings to include vendor research, invoice processing, credit card reconciliation, and supply management.
Manage inventory, orders and ships registration and office supplies for events.
Identify and escalate issues that may impact the success of an event.
Tracks expenses, codes and processes invoices and ensures all invoices are paid promptly.
Support the planning and preparation for the Annual Clinical and Scientific Meeting, including materials management and uniform tracking.
Perform administrative duties such as managing calendars, scheduling meetings, making travel arrangements, and processing travel reimbursements.
Manage the timely and accurate retention and retrieval of important documentation consistent with ACOG’s document retention policy and the department’s daily business requirements, to include organizing and maintaining electronic and paper files.
Completes special projects such as creating PowerPoint presentations, financial spreadsheets, special reports, and agenda material for internal and external audiences.
Collaborate cross-functionally with internal teams to ensure successful event and operational outcomes
Set up and manage registration platforms for ACOG events, including Committee Meetings, Annual District Meetings, and CREOG meetings using the ACOG database (Netforum).
Generate and prepare attendee materials such as badges, labels, tent cards, rosters and accurate attendee lists.
Processes cancellation, overpayments, refunds and cred card transactions. Prepares and distributes weekly attendance reports.
Provide clear communication of registration policies and information to attendees; resolve inquiries and researches and resolves problems using sound judgement.
Attends assigned domestic events to oversee and manage all aspects of onsite registration.
Generates registration reports as requested and compiles and maintains historical registration data for departmental use.