Meetings & Membership Coordinator
Association HeadquartersMount Laurel, NJ, USjob_description.job_card.variable_days_ago
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job_description.job_card.job_descriptionMeeting Coordinator Role : Abstracts Prepare instructions and setup for abstract site system Send out notice of abstract site opening / closing Update notifications for abstract acceptances / declines Work with Abstract Chair and Meeting Manager to slot abstracts into program Audiovisual Provide AV company a "Speaker Ready" database for Speaker Ready Room Speaker Name, email, presentation day / date / time and title Work with AV company to provide speakers a Presentation Guidelines document prior to arrival on-site Keep AV company updated on any changes regarding equipment needed Continuing Education / Evaluations Submit 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 hours Prepare evaluation / work with evaluation company to ensure attendees can access Exhibits Receive exhibitor applications, input into exhibitor database Prepare exhibitor invoices if necessary Prepare confirmations to exhibitors Keep track of exhibitor registrations Work with the conference Decorator to ensure exhibitors have access to all necessary means to order materials for booth Hotel Review contract Know daily room rate Know how many staff rooms / VIP rooms on contract per night Send out housing survey to VIPs (board, speakers, etc.) to confirm travel dates Prepare Housing List for hotel contact Send 1-2 months prior to conference Send any changes as soon as they are received to hotel contact Send VIPs confirmation numbers from hotel once received Work with Meeting Manager to organize the Staging Guide Insurance Reach out to insurance company to receive Meeting Insurance Quote Select quote based on budget, have manager sign and return Moderators Work with program chair to develop a list of moderators Send out invitations to proposed moderators Keep an updated database of moderators Send instructions to moderators 2-3 weeks prior to meeting Print instructions for the pod on-site Print speaker bios for each session for podium on-site (if necessary) Program Planning Send program chair an empty program template to look over Coordinate calls with program committee (if necessary) and take minutes on calls Help slot any sessions (if needed) Send draft programs to ED or Board for review and approval Program Keep draft programs Update programs as changes arise Final Program Prepare 3-4 months prior to conference Send to creative for design Make note of any printing specs or PDF needs for online posting Pocket Program If needed, prepare 3-4 months prior to conference Usually easiest to do in tandem with Final Program, as they are generally similar Send to creative for design Note printing specs Registration Registration Brochure : Once program is decided, prepare Registration Brochure (5-6 months prior to conference) Send to creative for design Post online to website Create 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 purposes Prepare weekly / biweekly eBlasts about registration Weeks Out Report Update each week with current registration numbers Send to chairs / board as necessary Answer all attendee registration questions Work with data department as needed to register paper forms received If you use AA and paper forms are used, data will have to process them in AA If you use Event Rebels, you can register all received paper forms yourself Pull reports needed by association If association has International attendees, prepare Letters of Invitation as requested Take stock of materials needed to order for on-site registration Badge stock Badge holders Ribbons Office supplies Create badge templates for printing Stuff badges prepare badge bins for on-site execution Familiarize yourself with on-site registration portal in preferred system Coordinate on-site registration Work with temp staff to ensure all pre-registered attendees are checked in properly Register any attendees on-site Prepare on-site badge printing template Reimbursements Process reimbursements for board meetings, conference travel Keep database of reimbursements processed Abstract Reviewers Work with abstract chair on a list of reviewers Send invitation to reviewers Keep database of reviewers Update chair on any declines, needs Send instructions to reviewers Keep abstract chair updated on progress of abstract review process Shipping Prepare a shipping log based off items you will need to send to conference location
Meetings & Membership Coordinator
Association 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 Instructions
To 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 Responsibilities
- Liaison between internal and external contacts
- Performs payment processing (bills and invoices, reimbursements)
- Performs data entry for various databases
- Process and fill orders
- Maintain and order office supplies
- Prepare trade show supplies and shipments
- Social media updates as requested and directed
- Provide support to ED, AED, client Board and Committees as requested
- This is not meant to be all-inclusive as other duties may be assigned.
Specific Responsibilities for our client not previously mentioned
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Membership Coordinator • Mount Laurel, NJ, US
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