Meeting Coordinator

Job Description

Job Description

Association Headquarters is building a pipeline for qualified Meeting Coordinators to join our team. The Meeting Coordinator serves in a support role for the Meeting Manager. The Meeting Coordinator is involved in many aspects of the logistical planning of large conferences and meeting 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.

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

• Speaker management (invitations, tracking responses, collecting presentation materials)
• Housing management (collecting VIP, speaker, and staff housing and maintaining a master housing list)
• Registration management (collecting and inputting meeting registrations, customer service)
• Payment processing (bills and invoices, reimbursements)
• Logistics (direct bill applications, assistance with set up book production, compiling site proposal responses, post-meeting statistic data collection)
• Duties as assigned (copies, scanning, filing, correspondence, internet-based research, proof-reading)
• Marketing - assist with the development and proofing of all marketing material
• Website management - updating material on the website
• Exhibition administration - a collection of contracts and management of exhibit spreadsheet
• For AH meeting department: books vendor visits as well as handles food orders and set up for any in house meetings as requested

What you'll bring to the table - Education, Experience, and Required Proficiencies

• High school diploma required (Bachelor's preferred)
• 1+ years of customer service experience (Meeting Coordination / Event Planning is preferred)

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 .