Meetings Coordinator Part-Time

2 weeks ago

Scottsdale, United States National Cncl Prescr Drug Part time $18 - $20
Job DescriptionJob Description

Position: Meetings Coordinator

Reports to: Senior Manager, Meeting Planning

Job Status: Non-Exempt

Position Summary

The Meetings Coordinator reports to the Senior Manager, Meeting Planning in support of the Meeting Planning and other organization departments as directed. Primary responsibilities are assisting with administrative/office operations, housing and contract support, data and file management, internal and external communications, developing and tracking timelines, internal and external meeting arrangements, and other reports and meeting support as needed. The position requires strong interpersonal, project coordination and communication skills, flexibility, and a collaborative spirit.

Division Overview

The Meeting Planning department provides suitable environments that encourages the exchange of professional knowledge among our members for regularly scheduled quarterly regional meetings, our Annual Conference, and internal events by coordinating logistics, housing, transportation, security, and all other services associated with event planning.

Work Design: Works under managerial direction, within established practices of the organization and professional discipline.

Major Responsibilities

  • Supports housing, contracting and procurement timelines, and workload.
  • Provides internal and external meeting support as required.
  • Develop and track timelines and deadlines for contractual financial and housing requirements.
  • Work on multiple internal and external meetings and events simultaneously.
  • Performs a variety of administrative and office support activities: answering phone calls and responding to emails and calls on behalf of the Senior Manager, Meeting Planning.
  • Schedules internal and external meetings/meeting arrangements.
  • Coordinates reports, meeting minutes, and other documents.
  • Updates and maintains existing historical department reports and creates new reports as required for analysis.
  • Take meeting minutes and follow up with action items as necessary and upon direction from the Senior Manager, Meeting Planning.
  • Maintains event planning database and reports.
  • Respond to general department inquiries.
  • Collaborate with all organization stakeholders in a professional manner to assist in producing and executing successful events.
  • Other projects as assigned.

The above statements are intended to describe the general nature and level of work being performed by individuals assigned to this classification. They are not intended to be an exhaustive list of all responsibilities and duties required of incumbents.

Education/Experience/Technological Knowledge

  • High School graduate or GED
  • 2+ years’ experience in meeting planning and previous professional association experience strongly preferred.
  • Excellent communication skills, including grammar/spelling, moderate editing, generating original content, and effective oral presentation skills.
  • Proficiency with MS Office applications (Teams, Word, Excel, PowerPoint, Outlook), Adobe Acrobat, Zoom, project-based software, and client/reporting databases.
  • Organizational and analytical skills with an attention to detail are highly desirable.
  • Ability to prioritize tasks and projects effectively.
  • Ability to work with all levels of management, volunteers, clients, and vendors.
  • Outstanding interpersonal skills with focus on collaboration and consensus building between teams.

This is a part-time position requiring 22.5 hours per week.

Due to the requirements of the job, the position will reside in the Scottsdale, AZ office.

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