Job Title: Meetings and Events Coordinator
Location: Washington, DC
Reports to: Assistant Vice President for Meetings
FLSA Status: Exempt
SUMMARY: The Meetings and Events Coordinator is responsible for managing, planning, coordinating, and executing AAU’s constituent meetings, workshops, and in-person and virtual events. The Meetings and Events Coordinator works collaboratively with staff across all departments to execute meeting logistics, including event budgeting, conference space allocations, catering, accommodations, travel, technology and audiovisual needs, VIP support, and processing invoices.
The Meetings and Events Coordinator acts as a liaison between constituent group members and AAU staff, gathers content and disseminates meeting materials to constituent group members, maintains membership list for constituent groups, prepares events spaces, assists with vendor space access, ensures vendor safety and insurance requirements are met, provides attendee services, day of event running, provides troubleshooting, and supports event wrap up activities and clean-up.
The position requires a high-performing and enthusiastic individual who can provide superior customer service and enjoys maintaining processes and procedures.
PRIMARY DUTIES AND RESPONSIBILITIES include the following. Other duties may be assigned to meet business needs.
- Independently plan and implement logistics of in-person meetings and events including budgeting, overseeing events on the day of, problem-solving, welcoming guests, coordinating and participating in event set-up, communicating with staff, organizing and managing vendor relationships, responding to attendee/speaker requests, and coordinating/managing the disassembly of events.
- Attend/staff assigned in-person and virtual events to facilitate and support online/onsite logistics.
- Update weekly registration reports and brief pertinent leadership and staff.
- Manage administrative meeting logistics, including:
- Prepare name badges, attendee lists, conference materials, and reports as required.
- Design registration confirmation letters for upload into database.
- Manage external vendors: research & present possible vendors, coordinate details, handle payment.
- Communicate with members, staff, or speakers regarding event information.
- Develop and distribute event materials as required, including onsite materials from all pertinent departments/staff.
- Process payment meeting related invoices.
- Independently manage virtual events using various platforms. This includes facilitating interactive elements of the event such as breakout rooms, polling, and whiteboards.
- Represent AAU at in-person and virtual events.
- Manage the day-to-day utilization and assignment of AAU’s conference center rooms and manage space using web-based meeting room scheduling system.
- Interact directly with staff liaisons before, during, and after their events to manage and respond to inquiries and requests.
- Manage catering requests including selecting vendors and ordering,
- Researching, organizing, and developing marketing materials and logistical information on AAU Web Site for events and meetings, including the development of preliminary programs with registration information, links to local CVB and/or hotel or resort, travel and transportation suggestions, attendance lists, meeting materials, etc.
- Maintain Salesforce events platform by creating event pages, extracting attendance reports, and analyzing other pertinent event dashboard reports.
- Managing acquisition and inventory of supplies and materials for meeting materials, including name badges, badge and tent card stock, AAU folders, and speaker gifts.
- Serve as main point of contact for all meeting-related questions for external stakeholders.
- Continually monitoring activities of external stakeholders and providing information to management.
- Collaborate with Assistant Vice President for Meetings on overall business strategy, operating procedures, and management of execution of external events.
- Manage and carry out major assignments and projects essential to the operation of the organization, as requested by Assistant Vice President for Meetings, Senior Vice President for Administration, or AAU president.
QUALIFICATIONS/REQUIREMENTS: Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
- Possess a good understanding of event coordination, and the ability to partner with various stakeholders.
- Project management skills with the ability to coordinate workflow, determine priorities, meet deadlines, and effectively balance competing demands.
- Must be able to work independently and have the ability to exercise discretion and independent judgment regarding matters of significance.
- Willingness to learn to use new technologies, and work in multiple software platforms and applications.
- Demonstrates excellences in judgment, problem-solving, and decision-making to advance the AAU’s goals; exhibits excellent critical thinking and logic skills.
- Ability to prioritize tasks and to delegate them when appropriate.
- Ability to act with integrity, professionalism, and confidentiality.
- Excellent oral, written, and interpersonal communication skills with demonstrated ability to develop quality documents and correspondence.
- Creates and supports an environment which fosters teamwork, cooperation, respect, and diversity.
- Must promote and foster productive multidirectional communications with staff as well as AAU member university officials and external parties.
- Works with integrity and ethically; must follow AAU's policies and procedures; is consistently at work and on time; ensures work responsibilities are covered when absent.
- Ability to travel to meetings and to represent the association in a professional manner.
- Willingness to take ownership for wide-ranging responsibilities; demonstrates accuracy and thoroughness; looks for ways to improve and monitors own work to ensure quality.
EDUCATION AND TRAINING/EXPERIENCE: Applicants will ideally have an Associates or Bachelor’s degree in hospitality management, communications, marketing, or a related field.
- Must have two to three years of relevant event/meeting planning experience.
- Prior work experience in a non-profit and/or academic environment is preferred.
- Understanding of project management, attention to detail, and ability to partner with various stakeholders.
- Technical knowledge on running virtual events.
- Experience working with Microsoft 365 programs including, SharePoint, Planner and email and event management software systems.
- Prior experience in association management, meeting management, hotel, or convention centers a plus.
TRAVEL. Travel is primarily local during the business day, although some evening, out-of-the-area, and overnight travel may be expected.
SUPERVISORY RESPONSIBILITY. This position has no supervisory responsibilities. However, this position is expected to utilize and work with all staff to provide meeting and event support, as needed.
LOCATION/WORK ENVIRONMENT. This position operates primarily out of AAU’s DC office but supports a professional hybrid office environment where eligible staff may telework up to 2 days a week after completing their initial 90 days of employment. This role routinely uses standard office equipment such as laptops, docking stations, phones, and photocopiers.
POSITION TYPE AND EXPECTED HOURS OF WORK. This is a full-time position. Days and hours of work are Monday through Friday, 9:00 AM – 5:00 PM EST. Evening and weekend work may be required as job duties demand.
OTHER DUTIES. Please note this job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee for this job. Duties, responsibilities and activities may change at any time with or without notice.
PHYSICAL DEMANDS. The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. While performing the duties of this job, the employee is regularly required to communicate and exchange information.
This is a largely sedentary position; however, the employee is required to occasionally move about inside the office to access file cabinets, office machinery, etc., and operate a computer and other office productivity machinery and equipment, such as a copy machine, computer printer, filing cabinets, etc. The employee is occasionally required to sit, climb, balance, stoop, kneel, crouch, or crawl. The employee will regularly be required to lift and move objects up to 25 lbs.
DISCLAIMER: This job description is not to be construed in a manner which implies an employee’s right to employee. This job description is not a contract of employment, expressed or implied, nor is it an offer to enter into such a contract or guarantee of employment for any duration.
AAU is committed to a work environment that is inclusive to all and free of discrimination. It is our policy to be an equal opportunity employer without regard to race, color, religion, sex, sexual orientation, age, national origin, disability, citizenship status or any other factors prohibited by federal, state, and local law. AAU will provide reasonable accommodations for qualified individuals with a disability.
MUST BE CURRENTLY AUTHORIZED TO WORK FOR ANY EMPLOYER IN THE UNITED STATES, AND MUST BE ABLE TO WORK IN THE WASHINGTON, D.C. METRO AREA.
If you require assistance submitting an application, please email [email protected], or call 202-898-7841.
Applications will be accepted on a rolling basis until the role is filled and the listing is removed from our careers page. To be assured of full consideration, please submit a cover letter, résumé, salary requirements and where you found this listing to:
- Email: [email protected] (Please reference Meetings & Events Coordinator)
- Sean King, Human Resources Manager
Association of American Universities
1200 New York Ave NW, Suite 550
Washington, DC 20005