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Meetings Coordinator

Administrative, Office & Clerical

Washington DC
,
DC
Contract to Perm
Apply now

Why you want to work here:  

We are a DC-based scientific organization with a collegial, collaborative culture, seeks a highly-organized and detail-oriented administrative professional for the position of Meetings Coordinator. This is a full-time opportunity for an energetic individual with excellent communication skills and demonstrated experience prioritizing tasks and supporting diverse teams.

Job Overview for the Meetings Coordinator: 

The Meetings Coordinator should be comfortable working on multiple projects at the same time and able to problem-solve proactively while maintaining a keen eye for detail and organization. The Meetings Coordinator is expected to be a team player, working collegially and collaboratively with other staff on the Meetings Team and in other departments for the tasks assigned.

Responsibilities for the Meetings Coordinator: 

  • Providing customer service to the presenters, submitters, and event attendees via email and phone  
  • Collaborating with the other Meetings Coordinator to organize and oversee the registration desk onsite at the annual convention 
  • Creating and editing content for webpages 
  • Learning and working with the Call for Submissions system to provide customer service to submitters, make edits, and complete other submission-related tasks 
  • Learning and understanding the convention registration system setup to provide customer service to attendees, assist with event setup, and run reports 
  • Working with Senior Managers to organize signage for the annual convention, including putting content together, managing the proof review and approval process, and working with the signage vendor 
  • Coordinating the review process for marketing emails among the Meetings Team 
  • Working with the Meetings Team to evaluate new technologies for essential meeting functions such as submissions, badge printing, mobile app, online planner, etc. 
  • Assisting in producing reports on submissions and registration 
  • Coordinating some meeting logistics, such as catering, room set up, etc., for small meetings held in the office 
  • Other duties as assigned

Qualifications for the Meetings Coordinator: 

  • Bachelor’s degree
  • 1-3 years of work experience in meetings, administrative, or project management roles
  • Proficiency with Microsoft Office (Word, Excel, and Outlook) 
  • Excellent written and spoken communication skills
  • Demonstrated ability to prioritize and manage time effectively
  • A keen eye for detail and organization
  • Excellent interpersonal, problem resolution, and teamwork skills
  • Experience working on webinars and virtual events is a plus
  • Sound judgment 
  • Ability to travel and work onsite at in-person meetings

Meetings Coordinator
Washington, DC
$50K + Benefits
Apply now

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