Coordinator, Meetings

Role overview

The Meetings Coordinator supports the planning and delivery of conferences, meetings, educational sessions, and webinars, while also helping run the organization’s internal conference center. The role is centered on logistics, coordination, documentation, and day-to-day support for the meetings team.

Key responsibilities

• Keep both industry-facing and internal conference calendars current.
• Prepare and pack supplies, programs, and other materials needed for meetings and conferences.
• Review attendee rosters for meetings and make edits where needed.
• Handle the freight vendor relationship and coordinate all event-related shipments.
• Prepare weekly pickup reports that track all meetings.
• Monitor the departmental inbox and reply to incoming questions and requests.
• Track inventory for meeting materials and place orders after researching costs when necessary.
• Draft, organize, and evaluate survey feedback from meetings.
• Support meetings held in the AAAE Conference Center and keep the center’s supplies stocked.
• Maintain the department’s historical records, financial reports, comparison data, and tracking spreadsheets.
• Provide daily operational support to meeting planners.
• Review meeting pages on the website for accuracy and consistency, and update content as needed.
• Arrange staff travel for larger meetings.
• Assist with speaker registrations, complimentary registrations, and mobile app program content.
• Work with planners on confirmation letters sent before and after conferences.
• Help prepare hotel response comparison documents.
• Take on other related duties as assigned.

Education and experience

A bachelor’s degree is required. The employer is looking for candidates with 1 to 2 years of administrative or customer service experience, and experience in a nonprofit or association environment is considered a strong advantage.

Skills and knowledge

This position calls for strong Microsoft Office proficiency, excellent organization, clear communication, solid customer service ability, a high level of attention to detail, multitasking skill, and the ability to work both collaboratively and independently.

Work environment and physical requirements

To perform the essential functions of the job, with or without reasonable accommodation, the employee may occasionally need to stand, walk, sit, use hands to handle objects, reach with arms, balance, stoop, kneel, crouch, speak, and listen. The role may also require lifting and carrying up to 25 pounds. Vision requirements include close, distance, color, peripheral, depth, and focused vision. The work environment does not involve exposure to weather, and the noise level is moderate.

Equal opportunity statement

The employer is an AA/EOE.