Why you want to work here:
We are a DC-based scientific organization with a collegial, collaborative culture, seeks a highly-organized and detail-oriented administrative professional for the position of Meetings Coordinator. This is a full-time opportunity for an energetic individual with excellent communication skills and demonstrated experience prioritizing tasks and supporting diverse teams.
Job Overview for the Meetings Coordinator:
The Meetings Coordinator should be comfortable working on multiple projects at the same time and able to problem-solve proactively while maintaining a keen eye for detail and organization. The Meetings Coordinator is expected to be a team player, working collegially and collaboratively with other staff on the Meetings Team and in other departments for the tasks assigned.
Responsibilities for the Meetings Coordinator:
- Providing customer service to the presenters, submitters, and event attendees via email and phone
- Collaborating with the other Meetings Coordinator to organize and oversee the registration desk onsite at the annual convention
- Creating and editing content for webpages
- Learning and working with the Call for Submissions system to provide customer service to submitters, make edits, and complete other submission-related tasks
- Learning and understanding the convention registration system setup to provide customer service to attendees, assist with event setup, and run reports
- Working with Senior Managers to organize signage for the annual convention, including putting content together, managing the proof review and approval process, and working with the signage vendor
- Coordinating the review process for marketing emails among the Meetings Team
- Working with the Meetings Team to evaluate new technologies for essential meeting functions such as submissions, badge printing, mobile app, online planner, etc.
- Assisting in producing reports on submissions and registration
- Coordinating some meeting logistics, such as catering, room set up, etc., for small meetings held in the office
- Other duties as assigned
Qualifications for the Meetings Coordinator:
- Bachelor’s degree
- 1-3 years of work experience in meetings, administrative, or project management roles
- Proficiency with Microsoft Office (Word, Excel, and Outlook)
- Excellent written and spoken communication skills
- Demonstrated ability to prioritize and manage time effectively
- A keen eye for detail and organization
- Excellent interpersonal, problem resolution, and teamwork skills
- Experience working on webinars and virtual events is a plus
- Sound judgment
- Ability to travel and work onsite at in-person meetings
