Meetings & Events Coordinator

Description

The Meetings & Events Coordinator will provide a broad range of support for AD's internal and external meetings and events, which vary in complexity and scale. This position will lead and execute assigned meetings and events while supporting the Meetings & Events team. The ideal candidate is energized by the fast‑paced world of events and enjoys all aspects of coordination. This role will also be responsible for maintaining corporate and team calendars and communications of AD's meetings and events, fostering connection, and ensuring partnership between all teams, especially the divisions.

• Coordinate and plan assigned meetings and events, ensuring timely communication among stakeholders.
• Develop and maintain project plans, driving due dates collaboratively.
• Interact and communicate with vendors, exhibitors, and stakeholders throughout planning.
• Coordinate support materials needed for successful meetings.
• Handle hotel and vendor contract negotiations, logistics, presentation materials, meeting room set‑up, food & beverage, A/V needs, print materials, and decisions that align with AD’s standards.
• Support meeting and event leads with housing/registration reports, material and supply coordination, travel booking for incentive programs, dinner reservations, vendor pricing and availability, reviewing Banquet Event Orders (BEOs) both in advance and onsite.
• Organize print materials, name badges, tent cards, and assist with meeting room and office set‑up.
• Process invoices and payments promptly.
• Attend and provide on‑site support at meetings and events, addressing any unforeseen challenges professionally.
• Maintain meetings and events department digital files and coordinate shipments of supplies, updating inventory and replenishing as needed.
• Receive and review all meeting and event requests, process them, and update calendars accordingly.
• Manage the Meetings & Events team inbox, respond to requests timely, escalating when appropriate, and provide relevant information to team members.
• Lead events as assigned.

• Strong attention to detail.
• Excellent written and verbal communication.
• Partner‑oriented, collaborative, and effective communicator.
• Highly organized, disciplined in tracking ongoing projects.
• Creative problem‑solver with ability to interpret information from multiple sources.
• Ability to work under tight deadlines and manage projects independently.
• Resourceful problem‑solving skills.
• Excellent interpersonal skills and enthusiastic positive attitude.
• Superior professionalism and judgment.
• Goal‑ and results‑oriented.
• Self‑starter, works with minimal supervision.
• Capacity to develop and sustain strong positive relationships internally and externally.
• Acts with integrity, follows through on commitments, upholds hospitality standards.

• 2–3 years of relevant experience in meetings, events and/or conferences.
• Associate or Bachelor’s degree preferred but not required.
• Proficient in Microsoft Outlook, Excel, Word, and PowerPoint.
• Experience creating and editing documents in Adobe.
• Some experience with CVENT, Social Tables, Black Baud, Constant Contact.
• Exposure/familiarity with Asana, , Basecamp.
• Proficient in managing budgets, tracking expenses, and maintaining accurate files.

• The position is based in our corporate office in Wayne, PA, with a hybrid work schedule (Tuesdays, Wednesdays, Thursdays in office; Mondays and Fridays remote optional).
• AD’s standard business hours are 8:00 AM – 5:00 PM.
• Travel:
  Approximately 40% annually for company meetings.