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
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