Coordinator, Meetings and Events

JOB OVERVIEW

The Meetings Coordinator provides administrative support, coordination, and management for meetings and events. This role supports all phases of event planning, including site selection, registration, participant accommodations, and on-site execution, while working closely with department leadership, lead planners and program managers.

• Collaborate with the lead planner and/or program manager to manage the full registration process for meetings, conferences, and events, including registration build-out, attendee support, and financial reconciliation.
• Prepare and manage pre- and post-conference registration reports and maintain historical tracking records.
• Support attendee management by responding to inquiries, updating Cvent registrations, and assisting the lead planner with attendee communications and updates.
• Partner with the lead planner to coordinate and manage the ABC Events app development process, including setup, banner ads, and logos.
• Manage all on-site registration operations, including coordination of Cvent’s OnArrival platform, supervision of registration staff and volunteers, processing on-site registrations, badge and materials distribution, and serving as an information helpdesk.
• Serve as the primary contact for internal pre-event logistics, including shipping, inventory, handouts, and meeting materials; consult with the lead planner and/or program manager to ensure appropriate quantities are produced.
• Work directly with the lead planner to ensure all updates and launches for event emails, websites, and the events calendar are completed accurately and on schedule.
• Oversee the creation, administration, and reporting of surveys for the Communications and Meetings Departments.
• Manage logistics and specifications for off-cycle meetings and events, such as committee meetings and new chapter staff orientations.
• Provide support to the Senior Director and Senior Manager of Meetings and Events, and perform additional duties as assigned.
• Serve as the National Past Chairs Liaison by coordinating directly with the group and keeping members informed of all ABC events and conferences.

Project Management, data management, attention to detail, communication, (written and oral), organization, time management, professionalism, customer service, patience, and perseverance.

• Bachelor’s degree from an accredited college or university, or an equivalent combination of education and relevant experience.
• Minimum of two (2) years of experience in meetings or hospitality related position.
• Experience with Cvent event registration and/or app software is preferred
• Ability to travel up to 20%, including both ground and air travel, as needed.

At ABC, we believe great work starts with great people. To help us achieve our strategic priorities, we seek energetic, positive, and team-driven individuals who bring the following strengths:

• Organized and Self-Motivated
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  Strong organizational skills with the ability to manage multiple priorities and deliver high-quality work under tight deadlines. Self-starter who takes ownership with a continuous improvement mindset.
• Effective Communicator
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  Excellent written and verbal communication skills, with the ability to tailor messaging across diverse audiences. Trusted communicator who earns respect at all levels.
• Collaborative and Professional
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  Team player with a positive attitude, strong interpersonal skills, and a commitment to fostering a supportive and inclusive workplace culture.
• Strategic and Solutions-Oriented
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  Capable of developing and executing strategic goals, with awareness of organizational dynamics and a resourceful approach to problem-solving.
• Technically Proficient
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  Skilled in Microsoft Office tools, including Outlook, Word, Excel, Teams, and PowerPoint; leverages tools effectively for efficiency.
• High Ethical Standards
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  Demonstrates professionalism, integrity, and the highest level of personal and ethical conduct.

ABC is committed to fostering a respectful, professional workplace and making employment decisions based on merit, qualifications, and business needs. We are proud to be…