Meeting Coordinator

HYBRID WORK SCHEDULE AVAILABLE
Association Headquarters is searching for a Meeting Coordinator. The clients to be supported are, the Nurses Organization of Veterans Affairs (NOVA), the Society For Biomaterials (SFB), and the American Transplant Congress (ATC). The Meeting Coordinator serves in a support role for the Meeting Manager. The Meeting Coordinator is involved in many aspects of the logistical planning of large conferences and meeting events. As a Meeting Coordinator moves through the position, the expectation is to take on additional responsibilities and become involved in more areas of meeting management.
Essential Duties and Responsibilities

• Speaker management (invitations, tracking responses, collecting presentation materials)
• Housing management (collecting VIP, speaker, and staff housing and maintain master housing list)
• Registration management (collecting and inputting meeting registrations, customer service)
• Payment processing (bills and invoices, reimbursements)
• Logistics (direct bill applications, assistance with set up book production, compiling site proposal responses, post-meeting statistic data collection)
• Duties as assigned (copies, scanning, filing, correspondence, internet-based research, proof-reading)
• Marketing - assist with development and proofing of all marketing material
• Website management – updating material on the website
• Exhibition administration - a collection of contracts and management of exhibit spreadsheet
• For AH meeting department: books vendor visits as well as handles food order and set up for any in house meetings as requested

Education, Experience, and Required Proficiencies
Bachelor's degree preferred, high school diploma required.

In accordance with Association Headquarters' commitment to provide and maintain a workplace that is free of known and preventable hazards to safeguard the health of employees and their families, clients, and affiliates, all employees are required to receive the COVID-19 vaccination unless a reasonable accommodation is approved (i.e.: serious health risks or sincere religious beliefs). Such accommodations will be granted where they do not cause AH undue hardship or pose a direct threat to the health and safety of others.

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.
AH utilizes Spark Hire, a video interview software, to gain better insight into our candidates. Please use the below link to submit your video interview for review.
Meeting Coordinator Spark Hire Interview
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.
For more information, visit associationheadquarters.com, connect with AH on Facebook at facebook.com/AssociationHQ,* and follow *twitter.com/association_hq* on Twitter.*
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 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.

Benefits
Benefits include, but are not limited to:

• Medical, Dental, and Vision
• Voluntary Life Insurance - Employee Paid
• AFLAC available
• Paid holidays and Paid Time Off (PTO) accrual
• 401k
• Basic life insurance, short term, and long term disability
• Pet Insurance

Other Benefits of Working at AH:

• 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 first AMC to be Customer Service Certified by the Customer Service Institute of America
• Flex Schedules
• On-site fitness center, open 24/7
• Gym reimbursement program
• Tuition reimbursement program
• Training and Development opportunities

Job Type: Full-time

Work Location: Multiple Locations