Meetings & Events Coordinator

National Association of Convenience Stores•Alexandria, VA

1d•$60,000 - $70,000•Onsite

About The Position

NACS is seeking a highly organized, team-oriented and customer service focused Meetings & Events Coordinator to join our team. This role will play an essential part in the planning, coordination, and execution of our meetings, events, and NACS Show. This position will collaborate with both internal departments and external partners to ensure that all logistics are handled smoothly and efficiently for all events. The ideal candidate for this position is passionate about meetings and events, driven, and naturally curious. They will be detail-oriented, eager to learn, and skilled at problem-solving. Excellent written and verbal communication skills, flexibility, and a proactive, can-do attitude are essential for success in this role. The role is located onsite at NACS Headquarters in Alexandria, VA.

Requirements

Bachelor’s degree preferred
Excellent interpersonal and cross function collaboration skills
Strong verbal, and written communication skills
Ability to manage multiple projects simultaneously while maintaining attention to detail and meeting deadlines
Strong organizational and time management skills, with the ability to work efficiently in a fast-paced environment
Excellent computer skills including MS Excel, Word, PowerPoint and Outlook (familiarity with Cvent Social Tables, Map Your Show, Smartsheet, and Protech are a plus)
Previous experience with event planning/managing food & beverage/logistics is a plus
Ability to adapt to changing priorities and provide excellent service under pressure
General understanding of an expo a plus

Nice To Haves

familiarity with Cvent Social Tables, Map Your Show, Smartsheet, and Protech are a plus
Previous experience with event planning/managing food & beverage/logistics is a plus
General understanding of an expo a plus

Responsibilities

Manage and/or support all logistics for meetings and events, including but not limited to, venue selection, vendor management, hotel reservations, transportation coordination, restaurant and menu selection, event seating arrangement, and audio-visual setup. Ensure all pre- and post-event details are coordinated effectively.
Oversee the full registration process for assigned NACS meetings. This includes managing and/or supporting registration build, reporting, invoicing, inventory management, VIP registrations, badging, etc.
Provide exceptional customer service to both external clients and internal staff. Address inquiries related to event logistics, registration, and any other event-related concerns via phone and email. Ensure prompt and professional service.
Manage the production of print collateral (e.g. signage, tent cards, badges production, meeting handouts), ensuring all materials are prepared and delivered on time for events.
Manage the ordering and inventory of all event-related materials and supplies, including ribbons, badge holders, badge stock, etc. Ensure that all items are stocked and available for each event.
Maintain meetings & industry calendars and timelines
Manage the logistics of shipping procedures for all NACS Meetings, including both domestic and international.
Provide hands-on support during meetings. Coordination of setup, ensuring proper room layouts, managing signage, and coordinating catering.
Perform additional job-related responsibilities, as assigned, demonstrating flexibility and expertise.