Meetings & Membership Coordinator

Meetings & Membership CoordinatorAssociation Headquarters is seeking a Meeting & Membership Coordinator to provide administrative and operational support within a team performing a variety of tasks. The Administrator is responsible for supporting programs and events and providing administrative support to the Account Executive and/or other Director level or above positions.Application InstructionsTo be considered for this position, the online application must be submitted, along with an updated resume. All applicable fields on the application are required.Essential Duties and ResponsibilitiesLiaison between internal and external contactsPerforms payment processing (bills and invoices, reimbursements)Performs data entry for various databasesProcess and fill ordersMaintain and order office suppliesPrepare trade show supplies and shipmentsSocial media updates as requested and directedProvide support to ED, AED, client Board and Committees as requestedThis is not meant to be all-inclusive as other duties may be assigned.Specific Responsibilities for our client not previously mentionedMeeting Coordinator Role:AbstractsPrepare instructions and setup for abstract site systemSend out notice of abstract site opening/closingUpdate notifications for abstract acceptances/declinesWork with Abstract Chair and Meeting Manager to slot abstracts into programAudiovisualProvide AV company a "Speaker Ready" database for Speaker Ready RoomSpeaker Name, email, presentation day/date/time and titleWork with AV company to provide speakers a Presentation Guidelines document prior to arrival on-siteKeep AV company updated on any changes regarding equipment neededContinuing Education/EvaluationsSubmit all requested information to accrediting bodies at least 10-12 weeks in advance (processing typically takes a long time, depending on the provider)Work with accrediting bodies to ensure the conference is approved for credit hoursPrepare evaluation/work with evaluation company to ensure attendees can accessExhibitsReceive exhibitor applications, input into exhibitor databasePrepare exhibitor invoices if necessaryPrepare confirmations to exhibitorsKeep track of exhibitor registrationsWork with the conference Decorator to ensure exhibitors have access to all necessary means to order materials for boothHotelReview contractKnow daily room rateKnow how many staff rooms/VIP rooms on contract per nightSend out housing survey to VIPs (board, speakers, etc.) to confirm travel datesPrepare Housing List for hotel contactSend 1-2 months prior to conferenceSend any changes as soon as they are received to hotel contactSend VIPs confirmation numbers from hotel once receivedWork with Meeting Manager to organize the Staging GuideInsuranceReach out to insurance company to receive Meeting Insurance QuoteSelect quote based on budget, have manager sign and returnModeratorsWork with program chair to develop a list of moderatorsSend out invitations to proposed moderatorsKeep an updated database of moderatorsSend instructions to moderators 2-3 weeks prior to meetingPrint instructions for the pod on-sitePrint speaker bios for each session for podium on-site (if necessary)Program PlanningSend program chair an empty program template to look overCoordinate calls with program committee (if necessary) and take minutes on callsHelp slot any sessions (if needed)Send draft programs to ED or Board for review and approvalProgramKeep draft programsUpdate programs as changes ariseFinal ProgramPrepare 3-4 months prior to conferenceSend to creative for designMake note of any printing specs or PDF needs for online postingPocket ProgramIf needed, prepare 3-4 months prior to conferenceUsually easiest to do in tandem with Final Program, as they are generally similarSend to creative for designNote printing specsRegistrationRegistration Brochure:Once program is decided, prepare Registration Brochure (5-6 months prior to conference)Send to creative for designPost online to websiteCreate registration site in preferred system (AA, Event Rebels, etc.)Send out registration notices to association VIPs once open (Board Members, speakers, affiliates, etc.)Keep spreadsheet of all comped registrants for reference purposesPrepare weekly/biweekly eBlasts about registrationWeeks Out ReportUpdate each week with current registration numbersSend to chairs/board as necessaryAnswer all attendee registration questionsWork with data department as needed to register paper forms receivedIf you use AA and paper forms are used, data will have to process them in AAIf you use Event Rebels, you can register all received paper forms yourselfPull reports needed by associationIf association has International attendees, prepare Letters of Invitation as requestedTake stock of materials needed to order for on-site registrationBadge stockBadge holdersRibbonsOffice suppliesCreate badge templates for printingStuff badges prepare badge bins for on-site executionFamiliarize yourself with on-site registration portal in preferred systemCoordinate on-site registrationWork with temp staff to ensure all pre-registered attendees are checked in properlyRegister any attendees on-sitePrepare on-site badge printing templateReimbursementsProcess reimbursements for board meetings, conference travelKeep database of reimbursements processedAbstract ReviewersWork with abstract chair on a list of reviewersSend invitation to reviewersKeep database of reviewersUpdate chair on any declines, needsSend instructions to reviewersKeep abstract chair updated on progress of abstract review processShippingPrepare a shipping log based off items you will need to send to conference location