Description
Association Headquarters is seeking to build a pipeline of Meeting Coordinators due to our tremendous growth in 2026!
The Meeting Coordinator performs a variety of tasks related to the activities including the annual conference, board meetings, Item Development Workshops, audit meetings, certification workshops, and other various events and committee meetings held throughout the year. This includes virtual meetings utilizing video conferencing platforms and virtual meeting platforms to support client activities across modalities.
Specifically, the Meeting Coordinator serves in a support role for the Associate Meeting Manager and Director of Communications & Outreach. The Meeting Coordinator is involved in many aspects of the logistical planning of conferences and other meetings and events. As a Meeting Coordinator moves through the position, the expectation is to take on additional responsibilities and become involved in more areas of meeting management.
The Meeting Coordinator works closely with volunteer planning committees, internal departments, technology partners, marketing and communications, venues and vendors to meet the objectives of each meeting at the direction of the Director of Communications & Outreach.
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
- Develop meeting materials and support TDP, LLC., conference taskforce, including follow-up on action items and deliverables
- Liaison between internal and external contacts
- Performs data entry for various databases
- Respond to requests for information on meetings, sponsorship, exhibits, partnering and other activities
- Maintain and order meeting supplies
- Prepare meeting supplies and shipments
- Speaker management (invitations, tracking responses, collecting presentation materials, reminders, etc.)
- Housing management (collecting VIP, speaker and staff housing and maintain master housing list)
- Registration management (collecting and inputting meeting registrations, customer service, weekly reporting on attendance and revenue)
- Provide information and training to certification coordinators to enhance and support customer and attendee needs
- Payment processing (bills and invoices, vouchers, reimbursements)
- Logistics (direct bill applications, assistance with set up book production, compiling site proposal responses, post-meeting statistic data collection)
- Work closely with education staff throughout planning process to ensure CE considerations and deadlines are being met throughout the planning process and during the execution of meetings with use of learning management system to support events during and post-meetings
- Duties as assigned (copies, scanning, filing, correspondence, internet-based research, proof-reading)
- Marketing - assist with development and proofing of all marketing material
- Coordinate timely and concise communications with meeting participants (presenter, chair, moderator, reviewer, etc.)
- Website management – updating material on website
- Provide on-site support as needed, as well as in-house meetings and virtual meeting operations
- Draft and distribute session host scripts
- Sponsorship and exhibitor administrative support as needed
- Provide back up to Customer Service Department at times of high volume
- Respond promptly to all inquiries received via email, phone and fax from customers and prospects
- Provide support for other team members as needed
- Follow and update meetings policies and procedures
- This is not meant to be all-inclusive as other duties may be assigned
Requirements
EDUCATION/ EXPERIENCE/REQUIRED PROFICIENCIES
Bachelor's degree preferred, high school diploma required.
- 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
Summary
What we offer - Employee Company Benefits
- Hybrid / Flexible work schedules available
- Medical, Dental, and Vision
- Company paid basic life insurance, short-term, and long-term disability
- Voluntary Life Insurance - Employee Paid
- AFLAC available
- Paid Time Off (PTO) accrual and Paid holidays
- 401k retirement plan available
- On-site Fitness Center, open 24/7
- Gym reimbursement program
- Training and Development opportunities
What sets us apart
- Named Best Place to Work by Philadelphia Business Journal 9 Times - based on a survey conducted of our employees
- Industry Leader - Most credentialed AMC and the 1st AMC to be Customer Service Certified by the Customer Service Institute of America
Who is AH?
AH is a professional services firm that specializes in helping non-profit organizations achieve their mission, create value, and advance their causes, industries, and professions. We have four main divisions within AH - a full-service Association Management Company; a Marketing and Communications Agency (MarCom); a Meetings & Events Management Team; and a division that focuses on other custom solutions such as strategic planning, website builds, database integrations, accounting services, staff recruitment, credentialing management, public affairs and lobbying, and growing non-dues revenue.
Our Diversity, Equity, & Inclusion Statement
Association Headquarters is committed to creating a diverse environment and is proud to be an equal-opportunity employer. All qualified applicants will receive consideration for employment without regard to the following; race, creed, color, national origin, nationality, ethnicity, ancestry, age, sex (including pregnancy), family status, marital/civil union status, religion, domestic partnership status, affectional or sexual orientation, gender identity and expression, atypical hereditary cellular or blood trait, genetic information, liability for military service, and mental or physical disability (including perceived disability, and AIDS and HIV status), language, national origin, political affiliation, socio-economic status, and other characteristics that make our employees unique.
For more information, visit associationheadquarters.com, connect with AH on Facebook on YouTube and follow on Twitter.
High school diploma required, bachelor's degree preferred; 2+ years experience; strong Microsoft Office skills (Word, Excel, PowerPoint); ability to travel a few times per year; excellent communication and organizational skills.
Key Responsibilities
- planning meetings
- coordinating logistics
- managing registrations
Skills & Tools
Microsoft Word, Microsoft Excel, Microsoft PowerPoint
Job Details
- Category: Project and Program Management
- Seniority: Entry Level
- Commitment: Full Time
- Workplace: Remote — New Jersey, United States
- Salary: USD 45,760 – 52,000 / year
- Languages: English
Benefits
- Generous paid time off
- Retirement plan
About Association Headquarters
A professional services firm helping non-profit organizations achieve their mission and advance their causes. — Industry: Consulting Services