Meeting Coordinator

Company: PCMA
Location: Arlington
Posted on: January 24, 2023

Job Description:

Description

Do you love to dig into details and crave a collaborative environment, valuing staff who take initiative? If the answer is yes, this newly created position at CAS could be for you! The Meetings Coordinator will support the Meeting Services Department, ensuring all facets of event management run smoothly by providing exceptional logistical and planning support to these programs and attending and overseeing our smaller-scale member in-person and virtual CAS events.

Under the guidance of the Meeting Services Manager, the Meetings Coordinator will handle internal committee meetings and be available to assist with other events as needed; lend support to program content and design; set up online registration and attendee communications; organize and host CAS webinars; collect and maintain meeting-related data and generate reports; and collaborates with the Marketing Department on year-round promotional campaigns for CAS external events. The Meetings Coordinator will be versed in many aspects of the logistical planning of CAS events with the expectation of taking on additional responsibilities and becoming involved in more areas of meeting management. An innovative team player, the coordinator will offer solutions/options when presenting problems and suggestions to improve systems and processes to further strengthen the service we provide to our members.

Duties and responsibilities include but are not limited to the following:

• Plan and provide staff support for designated working groups (below) to include input to programs, logistics, etc.
  • Limited Attendance Seminars
  • Webinars
  • Internal Committee Meetings
  • CAS Holiday Party
  • Courses on Professionalism
  • Partner with hotels/meeting facilities for assigned in-person events, making all necessary arrangements for meetings, lodging, meals, entertainment, etc. and develop plans to handle meeting room and other logistical needs consistent with the program content and attendance for assigned events.
  • Assist and independently manage virtual events using various platforms. This includes facilitating interactive elements of the event such as breakout rooms, polling, and whiteboards.
  • Responsible for posting and updating CAS events to the Web Site. This includes the preliminary programs with registration information, links to local CVB and/or hotel or resort, travel and transportation suggestions, attendance lists, handouts, etc.
  • Attend/staff assigned in-person and virtual events to support online/onsite logistics.
  • Travel to U.S./Canadian locations to provide onsite support as assigned, including but not limited to, assistance with meeting preparation, registration desk support, liaise with speakers, vendors, and VIPs, confirm catering and room sets.
  • Travel to U.S./Canadian locations to provide onsite support as assigned, including but not limited to, assistance with meeting preparation, registration desk support, liaise with speakers, vendors, and VIPs, confirm catering and room sets.
  • Update weekly registration reports and share with pertinent leadership and staff.
  • Maintain inventory of supplies and materials for Meeting Services Department, including inventory of attendee ribbons, meeting lanyards, badge stock, and speaker gifts.
  • Monitor meeting email inbox. Respond to inquiries in a professional and timely manner. Serves as main point of contact for all meeting-related questions from external stakeholders whether by phone or email.
  • Coordinate with Director of Meeting Services and Meeting Services Manager on overall business strategy, operating procedures, and execution of external events.
  • Support Director of Meeting Services and Meeting Services Manager as dictated by cyclical workload; assist other operating areas of the CAS Office as needed.
  • Complete special projects as requested by supported Working Groups, CEO, CFO, or by the Director of Meeting Services and Meeting Services Manager.
  • For assigned events, assist with, or oversee administrative meeting logistics tasks, including:
    • Create event in NetForum database
    • Receive and enter event registrations into database, as needed
    • Collaborate with internal graphic design team to create conference material
    • Work with internal marketing team to implement the marketing plans for Society events
    • Prepare name badges, tickets, 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
    • Coordinate and compile program information for program brochures and program
    • Assist with maintenance of event mobile app, confirm details, provide updates, schedule details, and draft and schedule notifications
    • Maintain staff, vendor, and VIP housing and registration - collect needs, confirm billing, maintain rooming lists, manage comps and upgrades and all changes
    • Coordinate mailing of event materials as required, including onsite materials from all pertinent departments/staff
    • Act as room monitor for virtual events/sessions
    • Prepare reproduction, mailing, and event shipment forecasts for the Operations Assistant to facilitate mailroom support for the event
    • Review, approve, and submit for payment any hotel bills and other meeting planning invoices.
    • Maintain historic files for assigned events
    • Read and interpret contracts and complex documents
      Support Chief Business Officer with Corporate Sponsor & Exhibit Program:
      
      • Follow up with sponsors on deliverables (ex. missing logos, ads, business descriptions, badge requests, etc.).
      • Work with IT on sponsor-related meeting app posts.
      • Coordinate with Marketing on social media posts for sponsors (help draft, etc.).
      • Work with Administrative & Customer Support Department on sponsor badge coordination (registration and name changes, etc.).
      • Attend events as assigned and manage attendee bag stuffing, track sponsor/exhibitor materials, confirm exhibit booth shipments, answer exhibitor questions during set up, etc.
      • Work with internal graphic designer on sponsor signage.
      • Serve as backup contact for sponsorships.
        Required Experience and Qualifications:
        
        • Fully accredited 4-year degree; hospitality/events/tourism major or coursework is a plus.
        • 2-4 years of work-related experience coordinating events or participating in the execution of meetings/events.
        • Association/not-for-profit experience preferred.
        • Exceptional organizational and logical skills and ability to plan, track and perform multiple tasks; must be able to manage multiple priorities and maintain high attention to detail and accuracy while consistently meeting deadlines.
        • Ability to handle challenging situations and multiple deadline-driven projects with diplomacy and a pleasant disposition.
        • Strong proficiency using email communication, Microsoft Office suite (Word, Excel, PowerPoint), automated accounting systems and association management system. NetForum experience a plus and must have a willingness to learn and utilize additional technology and software including virtual event platforms.
        • Strong written and oral communication skills, including the ability to provide outstanding customer service and convey ideas and information in a clear and professional manner to both internal and external stakeholders.
        • Ability to recognize or anticipate potential issues and quickly develop solutions.
        • Requirement to lift and move materials up to 30 lbs.
        • This position allows for 3-4 days per week telework; other 1-2 days per week are in the Arlington office with additional days in office required for meeting prep, shipping, packing and unpacking.
        • Requirement to work a flexible schedule, including occasional evening and weekend hours, when needed (with notice provided).
        • Must be able to travel up to approximately 25%; travel requirements may change.
          
          Requirements
          
          Required Experience and Qualifications:
          
          • Fully accredited 4-year degree; hospitality/events/tourism major or coursework is a plus.
          • 2-4 years of work-related experience coordinating events or participating in the execution of meetings/events.
          • Association/not-for-profit experience preferred.
          • Exceptional organizational and logical skills and ability to plan, track and perform multiple tasks; must be able to manage multiple priorities and maintain high attention to detail and accuracy while consistently meeting deadlines.
          • Ability to handle challenging situations and multiple deadline-driven projects with diplomacy and a pleasant disposition.
          • Strong proficiency using email communication, Microsoft Office suite (Word, Excel, PowerPoint), automated accounting systems and association management system. NetForum experience a plus and must have a willingness to learn and utilize additional technology and software including virtual event platforms.
          • Strong written and oral communication skills, including the ability to provide outstanding customer service and convey ideas and information in a clear and professional manner to both internal and external stakeholders.
          • Ability to recognize or anticipate potential issues and quickly develop solutions.
          • Requirement to lift and move materials up to 30 lbs.
          • This position allows for 3-4 days per week telework; other 1-2 days per week are in the Arlington office with additional days in office required for meeting prep, shipping, packing and unpacking.
          • Requirement to work a flexible schedule, including occasional evening and weekend hours, when needed (with notice provided).
          • Must be able to travel up to approximately 25%; travel requirements may change.

Keywords: PCMA, Arlington , Meeting Coordinator, Other , Arlington, Virginia