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Meetings Coordinator

4 months ago

Rockville, United States American Society for Nutrition Full time

**Our Vision**:A Healthier World through Evidence-Based Nutrition.

**Our Mission**:To Advance the Science, Education and Practice of Nutrition.

**Summary/Objective**:
The Meetings Coordinator works cross-functionally to support the successful execution of ASN’s in-person and virtual events in support of ASN’s members and the furtherance of ASN’s vision, mission, and strategic objectives. This is a hybrid position with 2-3 days a week based in the ASN Headquarters Office in Rockville, Maryland.

**Major Duties and Responsibilities**:

- **Small Meetings**_
- Collaborate with internal and external event stakeholders to plan and execute meetings based on their project goals and objectives.
- Coordinate logistics under the direction of the Manager, Meetings & Board Relations, including site and/or platform selection, contracting, registration, housing, transportation, catering, and other requirements as needed to ensure all meetings are executed successfully and within budget.
- **NUTRITION Flagship Meeting**_
- Provide administrative and logístical support for ASN’s annual flagship meeting NUTRITION. Serve as main contact for meeting related inquiries, providing exceptional customer service to internal and external customers.
- Support and distribute supervisor-developed project plan for NUTRITION. Monitor timeline and fulfillment of deliverables. Assist with preparation and distribution of comprehensive event specifications to facility and vendor personnel.
- Lead RFP distribution, selection, and contract process for select local vendors. Communicate and coordinate pre-event logistics and management of select vendors on-site. Provide onsite support.
- Assist with NUTRITION event marketing and media/PR campaigns content creation, distribution, and maintenance through meeting website, electronic marketing campaigns, and social media.
- **Committee Support**_
- Provide general board and committee support. Assist with scheduling and coordination of conference calls and meetings; distribution of invitations and deadline reminders, maintain rosters, and assist with preparation of meeting materials and minutes under direction of Manager of Meetings and Board Relations. Organize and maintain meetings files and documentation on SharePoint.
- Prepare meeting and business-related correspondence, including presentations, special projects, and reports.
- **In Office Admin/Accounting Support**_
- Assist ASN Staff with overall logistics for meetings held within the ASN HQ Office.
- Assist with invoice processing, including review, coding, and circulating for appropriate approval and payment. Maintain appropriate backup for financial records, review, and reporting.
- Coordinate and maintain relationship with building management regarding operation of office, maintenance issues and emergency services.
- Receive and sort daily mail, deliveries, couriers (2-3 times per week).
- Record information for physical checks received in appropriate log for Finance Department and file as needed.
- Perform other clerical duties such as filing, photocopying, collating, etc., as needed.
- Assist with outgoing mail and courier shipments, as needed.
- **General**_
- Assist with and manage special projects across the Society and other duties not described above.

**Skills and Qualifications**:

- Bachelor’s Degree or equivalent of experience and education preferred.
- 2-3 years of relevant experience in associations, meetings/event management, hospitality/tourism
- Project Management AMS (Member Clicks)
- Web Content Management
- Proficiency with MS Office Suite (Word, Power Point, Excel, and Outlook) and Internet Explorer are required.
- Organized with a demonstrated ability to manage and prioritize multiple projects.
- Must have a very high attention to detail.
- Maintain professionalism in interpersonal, verbal, and written communication.
- Must maintain a high standard of professional discretion and confidentiality.
- Must have a strong professional demeanor and customer service skills.
- Some travel required.
- Please note this job description is not designed to cover or contain a comprehensive listing of activities, duties, or responsibilities that are required of the employee for this job. Duties, responsibilities, and activities may change at any time with or without notice. Positions may be_ _reassigned, and responsibilities may be modified or changed at any time to fulfill organizational requirements._

ASN is an equal opportunity employer.

Pay: $40,000.00 - $50,000.00 per year

**Benefits**:

- 401(k)
- Dental insurance
- Health insurance
- Paid time off
- Vision insurance

Schedule:

- Monday to Friday

**Education**:

- Bachelor's (preferred)

**Experience**:

- Meeting facilitation: 2 years (preferred)
- Events management: 2 years (required)
- Hospitality: 2 years (preferred)
- Project Management AMS (Member Clicks): 1 year (preferred)
- Web content management: 1 year (preferred)

Ability to Commute:

- Rockville, M