Meeting Coordinator Meeting Coordinator

2 weeks ago

Washington, United States Spa 23 Fitness and Lifestyle Full time

American Astronomical Society

Washington, DC (US - 20006) 7 DAYS AGO Full Time Meeting Planner Position Overview: The American Astronomical Society (AAS) is looking for a

Meeting Coordinator to assist in coordinating AAS’s

in-person, hybrid and virtual meetings and conventions. The Meeting Coordinator be knowledgeable in all aspects of hotel contracts, meetings & events specifications, food and beverage, audiovisual requirements, managing room blocks, and onsite registration. This key position works collaboratively with staff, volunteers, and outside vendors to deliver exceptional service. Responsibilities : Coordinates contracts with hotels, audio-visual suppliers and other service vendors as required and evaluates liability to association through cancellation penalties, attrition clauses and other potential liabilities to association. Serves as primary contact with hotel and all service vendors. Assist in coordinating all space assignments and ensures appropriate meeting space. Adheres to budget. Manages all BEOs for meetings. Manages onsite registration. Assist in coordinating all logistics related to meetings, including but not limited to: food and beverage, signage, special events, housing, audio-visual, shipping, etc. Travels to meetings for onsite management and execution of meeting Works with Exhibit Sales coordinating exhibit contracts and in-kind equipment Manages the on-line and in-person registration. Coordinates honoraria payment Follows up on event-related inquiries and concerns. Coordinates all shipping materials to/from the division meeting. Reviews the hotel bill at the conclusion of the meeting and reconciles all meeting related expenses. Manages the room block for each AAS meeting to ensure that we meet the minimum room nights. Other duties as assigned. 403(b) matching Medical insurance Vision insurance Health Savings Account Employee Assistance Program Flexible Spending Account Paid Time Off Schedule: Monday to Friday in the office Ability to Relocate: Washington, DC 20006: Relocate before starting work is required. Work Location: Washington , DC in person. Applicants must be authorized to work for ANY employer in the U.S. We are unable to sponsor or take over sponsorship of an employment Visa at this time. AAS is an equal opportunity employer. AAS does not discriminate in employment with regard to race, color, religion, national origin, citizenship status, ancestry, age, sex (including sexual harassment), sexual orientation, marital status, physical or mental disability, military status or unfavorable discharge from military service or any other characteristic protected by law. Requirements: Minimum of one-two years’ experience, preferably in association management. Must possess exceptional organizational skills, communication skills, and attention to detail. Goal and customer service focused, highly motivated, self-directed, and have a collaborative workstyle. Ability to multi-task and work well under pressure. Proficiency in Microsoft Office required. Experience with iMIS preferred but not required.

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