The Association for association professionals in Chicagoland

POSITION DESCRIPTION SUMMARY

The Meetings Coordinator plays a vital role in supporting the planning, coordination, execution, and post-event follow-up for meetings, conferences and events in conjunction with the contracted event management company. This includes logistical planning, vendor coordination, registration management, sponsorship fulfillment and on-site support. This is an exempt full-time position and reports directly to and works closely with the Chief Operating Officer.

RESPONSIBILITIES:

This position requires strong organizational skills, attention to detail, and a customer-focused mindset to ensure memorable and impactful experiences for members, sponsors, exhibitors, and attendees.

• Assist in coordinating logistics for in-person and virtual meetings, conferences, and conventions, and webinars
• Act as the conduit between the event management company and staff
• Work with the event management company on hotels, convention centers, AV teams, and catering vendors to manage contracts and service orders
• Assist with budget preparations, invoicing, and expense tracking for meetings-related activities
• Manage meeting registrations including speakers and students, communicate with attendees, and provide customer service support
• Support the creation of event materials including agendas, signage, badges, and post-event surveys with the Communications Department and event management company
• Collaborate with both the Communications Team and event management company to promote meetings and drive attendance
• Work with event management company to monitor and report on meeting performance, feedback, and trends for continuous improvement
• Maintain meeting calendars, event timelines, task lists, project plans, and run of show documents
• Aid event management company with private meeting room requests as needed
• Assist in sponsorship fulfillment and exhibitor support
• Help oversee meeting registration and track trends
• Spearhead packing/shipping of show management materials to show site
• Manage and update event management database
• Assist with unique events and special projects when necessary
• Other duties as assigned

QUALIFICATIONS:

Must be extremely meticulous and accurate as well as a complete planner and organizer. Formal training and/or previous experience in meeting planning and management is desirable. Must possess the ability to work with and adapt to all kinds of people. Must be a good oral communicator and must have sufficient writing skills to communicate Association and meeting goals to members.

• Bachelor’s degree in hospitality, event management, communications, business, or related field
• 2+ years’ work experience in the hospitality or convention industry, event planning, meetings coordination, within an association or nonprofit
• Advanced computer skills and proficiency with the Microsoft Office Suite as well as familiarity with association management systems and event management software
• Excellent written and verbal communication skills and interpersonal skills with the ability to communicate professionally and provide an elevated level of customer service
• Strong organizational and time management skills with an emphasis on accuracy and attention to detail and the ability to manage multiple priorities and meeting deadlines
• Highly dependable and reliable regarding work schedule and ability to meet project deadlines
• Self-motivated, able to work independently and in a team environment
• Ability to travel several times a year
• Certified Meeting Professional (CMP) designation or working toward certification a plus