Meetings Coordinator

2 weeks ago

Alexandria, Virginia, United States National Stone, Sand & Gravel Association Full time

The National Stone, Sand & Gravel Association (NSSGA) serves as the primary advocate and representative for the aggregates sector. Our members, including producers of stone, sand, and gravel, along with the manufacturers and service providers that support them, play a crucial role in supplying the essential raw materials utilized in every home, structure, roadway, bridge, and public infrastructure project across the nation.

Position Overview

The Meetings Coordinator is instrumental in advancing NSSGA's strategic objectives by overseeing the organization of meetings pertinent to the aggregates industry and managing member-related inquiries and tasks. This role reports directly to the Vice President of Meetings & Membership.

Key Duties

EVENT MANAGEMENT

Pre-Event Responsibilities

  • Collaborate with the Meetings & Events Manager to design and oversee the registration process for all conference websites in partnership with the Communications team.
  • Organize and manage all logistics related to shipments for NSSGA meetings.
  • Coordinate and document expenditures for event-related materials, maintaining an updated record of items and costs to share with the Director of Meetings & Events.
  • Provide registration lists upon request from NSSGA personnel.
  • Assist the Meetings & Events team with various pre-event tasks as assigned.

Onsite Responsibilities

  • Deliver exceptional customer service at the onsite registration desk and provide necessary training to staff.
  • Prepare shipments from the host venue to NSSGA headquarters.

Post-Event Responsibilities

  • Organize the return of shipments from NSSGA meetings.
  • Compile post-event reports to ensure the historical accuracy of event data.


MEMBERSHIP SUPPORT

  • Assist in managing the database by updating member records.
  • Help generate queries and member lists for both internal and external stakeholders.
  • Support the member renewal process.

SPONSORSHIP MANAGEMENT

  • Review, organize, and monitor sponsor deliverables.
    • Inform the Director of Meetings & Events and other staff about necessary purchases or follow-ups regarding deliverables.
    • Regularly communicate with sponsor contacts to ensure proper use of complimentary registrations and to obtain mailing addresses for collateral and other items as required.
  • Maintain a comprehensive list of active and potential sponsors.

ADDITIONAL DUTIES

  • Manage the Meetings and Membership departments' email correspondence and respond to inquiries within one business day.
  • Answer incoming calls to the main NSSGA line, providing excellent customer service for all inquiries.
  • Serve as a backup for setting up and leading NSSGA webinars.
  • Assist with Meetings & Events and Membership Committee meetings as needed, including arranging conference calls, taking notes, and facilitating discussion groups.
  • Maintain inventory for Meetings & Events department items, ensuring the storage area is organized and tidy.
  • Prepare and develop a staff responsibility chart for major events.
  • Provide support for Meetings & Events and Membership teams as directed by the Vice President of Meetings & Events.
  • Undertake other relevant tasks as assigned.
  • Exhibit a strong customer service ethos and meticulous attention to detail in interactions with both internal and external stakeholders.
  • Demonstrate the ability to quickly learn new technologies.
  • Be self-motivated, proactive, and capable of working independently.
  • Take personal responsibility for work, maintaining high standards even under tight deadlines.
  • Effectively manage competing priorities and efficiently prioritize tasks.
  • Be detail-oriented, highly organized, and a collaborative team player who thrives in a dynamic environment.
  • Possess excellent time-management skills, with the ability to handle multiple tasks and projects while tracking details to ensure timely and accurate outcomes.

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