Meetings & Membership Coordinator
Meetings & Membership Coordinator
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USD 22 - 24
1 Vacancy
Job Description
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
- administrative functions below:
- 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:
Meeting 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
- Review contract
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 podium 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 theyre 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
- Prepare shipping documents
- Ship items to conference location 1-2 weeks prior to conference (depending on location)
- West Coast - 2 weeks prior
- East Coast - 1week prior
- Europe/overseas - 3 weeks prior
- Signs
- Prepare signage in word document to send to creative for design
- Send PDFs from creative to decorator/printer
- Ensure signs are ready for printing 1 month prior to conference
- Smart Signs
- Prepare for committee meetings satellite lunches any additional events aside from main sessions
- Speaker Management
- Database
- Create speaker database with all relevant information
- Name degrees institution presentation title/day/date/time
- Update database as changes arise
- Speaker Notifications
- Prepare notifications to send out once program is approved
- Accept Decline poster recommendation etc.
- Travel/Housing
- Request travel dates via survey for housing list
- Send confirmations
- Presentation Information
- Send detailed presentation timelines (day/date/time presentation length etc.)
- Send presentation guidelines/instructions
- Registration
- Send registration information keep track of promo codes used
- Theme
- Work with program committee to develop theme ideas
- Submit theme ideas to creative
- Send ideas to program committee ask for votes accept 2-3 draft changes
- Submit final selection to board for review and approval (if necessary)
- Work with creative throughout the year to use theme graphics as necessaryTravel
- VIP Travel
- Coordinate all travel dates with Board Speakers Affiliates etc.
- Work with travel agency (if applicable) to set up flight arrangements
- Keep databases of preferred check-in/out dates for hotel contacts o Travel Notices
- Prepare all travel notifications with meeting information flight booking information hotel reservation process
- Website
- Work with AH Web Team (or preferred service) to create meeting website about 1 year prior to meeting
- Have website ready to launch 8-10 months prior to meeting
- Upload all necessary content into website
- Update website as changes/information come in
- Misc
- Prepare weekly reports regarding planning progress if applicable
- Create an eBlast timeline schedule to provide to any association employees
- Update meeting timeline each year
- Coordinate Board Meetings as necessary
- Obtain quotes from vendors as necessary
- Work with hotel staff to ensure Staging Guide requests are noted and followed
- VIP Travel
Membership Coordinator Role:
- Administrative
- Respond promptly to all inquiries received via email phone and fax from members and prospects
- Work with the Board of Directors and/or committees as needed
- Support ED and AED as needed
- Participate in regular team meetings
- Complete website updates
- Execute Social Media postings (Facebook Twitter LinkedIn) with content provided by ED AED and OARSI Vounteers
- Assist Exec Dir with projects
- Maintain and develop content of OARSI Web site
- Manage payment and receivable records
- Prepare and send e- newsletter and email blasts
- Monitor Linked In Facebook and Twitter postings
- Membership
- Assist in the creation and update of membership materials (letters newsletters and surveys)
- Manage membership renewal process
- Maintain and update membership records
- Manage the relationship with the Journal Publisher ensure member database is current send monthly updated membership list
- Committee Support
- Manage scholarship programs
- Work with AH Web to develop online board nominations scholarship and basic and clinical award applications and provide reporting for committee review
- Order awards for outgoing board members award winners
- Disclosures- set up on line disclosure site and send passwords to new committee members and updates to board members
MEASUREMENT OF SUCCESS
- Successfully meets deadlines
- Proactively alerts Supervisors to challenges or concerns related to delivery of client service
- Proactively suggests solutions to challenges encountered
- Pays attention to detail
- Internal satisfaction (meeting or exceeding goals and objectives set by team within deadlines
- External satisfaction -good or excellent reviews in partner development survey
- Implements and follows the AH AMC Accreditation policies and procedures
QUALIFICATIONS
To perform this job successfully an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge skill and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
- Able to multi-task and meet deadlines
- Good written and verbal communication skills
- Attention to detail
- Able to travel a few times per year
- Maintain a professional manner and attitude
- Strong skills in organization prioritization and time management
- A good knowledge of office practices administration and customer service skills and techniques
- Strong Microsoft Office software skills particularly Word Excel and PowerPoint
EDUCATION/ EXPERIENCE/REQUIRED PROFICIENCIES
Bachelors degree preferred high school diploma required.
LANGUAGE SKILLS
Ability to effectively communicate both orally and in written form with management internal and external customers.
REASONING ABILITY
Demonstrate the ability to anticipate and solve practical problems or resolve issues.
PHYSICAL DEMANDS/ WORK ENVIRONMENT:
The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
This position may require travel. This may include the ability to drive a car or travel on public transportation such as trains and airplanes.
Individuals may need to sit or stand for extended periods of time; may require walking for periods throughout the day. Requires ability to use a computer read a computer screen use of a telephone and other office equipment as it relates to the work. Reaching above shoulder height below the waist or lifting to move or access materials throughout the work day. Proper lifting techniques required. May include lifting up to 25 pounds for files presentation equipment/documents and computer printouts on certain occasions. Vision acuity: duties may require the ability to identify and discern colors accurately to focus and see both close up and far away. Primary environment: ambient room temperatures lighting and traditional office equipment as found in a typical office environment.
What we offer - Employee Company Benefits
- Hybrid / Flexible work schedules available
- Medical Dental and Vision
- Company paid basic life insurance short-term and long-term disability
- Voluntary Life Insurance - Employee Paid
- AFLAC available
- Paid Time Off (PTO) accrual and Paid holidays
- 401k retirement plan available
- On-site Fitness Center open 24/7
- Gym reimbursement program
- Training and Development opportunities
What sets us apart
- Named Best Place to Work by Philadelphia Business Journal 9 Times - based on a survey conducted of our employees
- Industry Leader - Most credentialed AMC and the 1st AMC to be Customer Service Certified by the Customer Service Institute of America
Who is AH
AH is a professional services firm that specializes in helping non-profit organizations achieve their mission create value and advance their causes industries and professions. We have four main divisions within AH - a full-service Association Management Company; a Marketing and Communications Agency (MarCom); a Meetings & Events Management Team; and a division that focuses on other custom solutions such as strategic planning website builds database integrations accounting services staff recruitment credentialing management public affairs and lobbying and growing non-dues revenue.
Our Diversity Equity & Inclusion Statement
Association Headquarters is committed to creating a diverse environment and is proud to be an equal-opportunity employer. All qualified applicants will receive consideration for employment without regard to the following; race creed color national origin nationality ethnicity ancestry age sex (including pregnancy) family status marital/civil union status religion domestic partnership status affectional or sexual orientation gender identity and expression atypical hereditary cellular or blood trait genetic information liability for military service and mental or physical disability (including perceived disability and AIDS and HIV status) language national origin political affiliation socio-economic status and other characteristics that make our employees unique.
For more information visit connect with AH on Facebook on YouTube and follow on Twitter.
Required Experience:
IC
Employment Type
Full-Time
