Meetings Coordinator

Are you interested in joining a fast-paced Meetings & Education team at a non-profit trade association located in the Washington, DC metropolitan area where you support the overall operations, registration, and logistics for the organization’s annual conference and tradeshow? The American Academy of Audiology is seeking a Meetings Coordinator to help execute and deliver a “wow” experience for thousands at our annual conference. If you are a problem-solver that is detail-oriented, organized, and eager to drive growth within the event space, we want to hear from you.

All applicants must send a resume and cover letter to sdumey@audiology.org.

Position Overview and Requirements: The Meetings Coordinator is an integral part of the Meetings & Education Team, contributing to the Academy’s mission and business success through supporting key logistical and programmatic areas of the Academy’s Annual Conference. Under the guidance of the Director of Meetings, the main responsibilities of the Meetings Coordinator include overseeing all registration aspects for the annual meeting, researching, negotiating and contracting special event venues, planning assigned special events/activities, managing conference supplies and shipments, overseeing conference signage and branding, assisting with conference sponsorship fulfilment as needed, compiling post-event survey results and attendee data, supporting the Honors & Awards program, and other duties as assigned. 

This is a part-time non-exempt position. The Meetings Coordinator will work 30 hours per week and will earn an hourly rate up to $25 per hour. Benefits are not included.

In order to perform his/her duties, the Meetings Coordinator must have the following: Undergraduate degree and a minimum of two years’ administrative or meeting planning experience. The incumbent must demonstrate proficiency in Microsoft Outlook, Word, Excel, Zoom, Survey Monkey and have an aptitude for learning new computer software. Experience with Maritz registration platforms a plus. Knowledge of Cadmium session and speaker management online systems and mobile app a plus. Also requires excellent verbal, written communication skills, information management skills, strong proofreading, and attention to details. Must have the ability to manage multiple priorities, meet critical deadlines within limited time frames. Limited travel required including onsite presence at our annual conference. Medical/scientific association experience a plus. 

Registration

• Oversee the building and testing of the online registration site for the annual meeting, serving as the main day-to-day point of contact with registration and housing vendor.
• Serve as leading expert on the Meetings team as it relates to the registration process.
• Manage onsite conference registration area from concept to execution, including serving as the main point of contact for questions and issues, particularly during high-traffic times.
• Implement new pricing and registration policies for the conference as directed by the Vice President of Meetings, Education & Business Development.
• Collect ticketed event pricing and descriptions. Monitor and update registration numbers.
• Create VIP registration reports, draft and send invitation letters to each VIP group.
• Send Visa letters to registrants as requested.
• Update weekly registration reports and share with leadership.
• Manage inventory of supplies for registration and other areas of the meeting, including badge stock, conference ribbons, lanyards, etc.
• Manage onsite conference registration and staff office.
• Reviews all registration reports and updates them accordingly as needs change year-over-year.
• Responsible for creating the RFP, booking and overseeing local registration, bag stuffing, and Academy Central temps/personnel.
• Manage registration tote bag stuffing onsite.

Signage

• Work with the Director of Meetings, internal graphics team, and general service contractor on all AAA branding and signage needs.
• Communicate with internal staff on signage needs, manage ordering, proofreading, and final approval process. 
• Assist in mapping out signage locations, check signage onsite and request edits and additions, as needed.

Other Related Duties

• Creates and monitors conference planning timeline and fulfillment of deliverables.
• Assists in conference sponsorship fulfillment as directed.
• Orders plaques and awards presented at the conference.
• Assists with reviewing and editing of the onsite conference program guide.
• Researches and presents viable venues for special events/activities to be held during the conference.
• Works closely with the Director of Meetings to plan and execute the conference’s closing party.
• Secures attendee-related equipment and/or services to be used onsite at the conference as assigned by the Director of Meetings.
• Oversees University Open House scheduling at the conference.
• Works closely with the Conference Program Senior Manager to ensure speaker biographies, headshots, and registration have been collected.
• Manages conference presenter honorarium and travel reimbursement program.
• Works with Director of Meetings to conduct daily room checks and session room counts.
• Oversees post conference attendee and exhibitor survey.
• Reconciles assigned invoices.
• Assists with editing and updating the AAA conference website.
• Coordinates shipping to and from assigned meetings, including aggregation of multiple departments’ materials. Responsible for master shipping manifest.
• Assists with securing hotel room blocks for two in-person Board meetings and bi-annual Leadership Conferences held at the Academy offices.
• Monitors meetings and presenters email inboxes. Responds to inquiries in a professional and timely manner. Serves as main point of contact for all meeting-related questions from members, presenters, and attendees whether by phone or email.
• Primary phone back up for front office staff.

Our Ideal Meetings Coordinator and New Team Member…

• Effectively creates and manages workflows, processes, and standard operating procedures relative to job responsibilities.
• Communicates individual or team issues and problems in a positive way, performs assignments in a positive and cooperative manner, and sets the tone for a cooperative, healthy team spirit.
• Aids and assists the team in order to accomplish planned work.
• Actively improves current systems and offer solutions/options when presenting problems.
• Sustains a high-energy level and handles crisis in a calm and mature manner. 
• Serves as a proactive and innovative problem-solver.
• Communicates clearly on paper by being clear, concise, well organized, and carefully proofreads all correspondence and conference-related pieces.
• Actively shares status/information on projects.
• Demonstrates exceptional project and time management skills, with the ability to create and manage timelines and demonstrates thoroughness and accuracy in accomplishing tasks, while managing multiple priorities.
• Works independently, anticipates next steps, and assumes full ownership for scope of work.
• Possesses excellent communication, writing and customer service skills. 

About Us:

The American Academy of Audiology is the world's largest professional organization of, by and for audiologists. Representing the interests of audiologists and future audiologists nationwide, the Academy is dedicated to providing quality hearing care services through professional development, education, research, and increased public awareness of hearing and balance disorders. For more information, visit www.audiology.org.

Are you interested in joining an innovative team focused on driving growth and meeting customer needs? To apply, send resume and cover letter to sdumey@audiology.org.