Hybrid Meetings Coordinator

Division Overview

The Department of Meeting and Exposition Services provides suitable environments that encourage the personal exchange of scientific information and professional knowledge among our members and customers at regularly scheduled fall and spring meetings, expositions, regional meetings, and specialty conferences and events by coordinating logistics, housing, transportation, security, and all other services associated with event planning.

Position Summary

The Meetings Coordinator reports to the Sr. Director, Meetings and Events in support of the Sr. Director and the rest of the department by assisting with administrative/office operations, housing and contract support, data and file management, internal and external communications, developing and tracking timelines, internal and external meeting arrangements, , and other reports, and meeting support as needed. The position requires strong interpersonal, project coordination and communication skills, flexibility, and a collaborative spirit.

Work Design: Works under managerial direction, within established practices of the organization and professional discipline.

Position Accountabilities

• Supports housing and contracting and procurement processes and workload
• Provides meeting support as required
• Develop and track timelines
• Work on multiple meetings and events simultaneously
• Performs a variety of administrative and office support activities: answering phone calls and e-mails.
• Schedules internal and external meetings/meeting arrangements.
• Learns new software/technology for continuous/process improvements
• Tracking of important tasks and deadlines
• Coordinates reports, meeting minutes, and other documents.
• Develop communications and reports
• Take meeting minutes and follow up with action items
• Builds and maintains database files
• Respond to general department inquiries.
• Work with all stakeholders in a collaborative manner to produce and execute successful events.
• Provide onsite support during events as required.
• Provide timely, outstanding customer service for internal and external clients
• Other projects as assigned

The above statements are intended to describe the general nature and level of work being performed by individuals assigned to this classification. They are not intended to be an exhaustive list of all responsibilities and duties required of incumbents.

Education/Experience/Technological Knowledge

• College degree in business or related field; or equivalent work experience
• 3+ years experience in meeting planning and previous professional association experience strongly preferred.
• Excellent communication skills, including grammar/spelling, moderate editing, generating original content, and effective oral presentation skills.
• Proficiency with MS Office applications (Teams/Sharepoint, Word, Excel, PowerPoint, Outlook), Smartsheets, Adobe Acrobat, Zoom and databases.
• Proactive planning and scheduling
• Organizational and analytical skills with an attention to detail are highly desirable;
• Ability to prioritize tasks and projects
• Ability to work with all levels of management, governance/volunteers, clients, and vendors.
• Outstanding interpersonal skills with focus on collaboration and consensus building between teams
• Ability to work nights and weekends for successful execution of events.
• Ability to support onsite meetings-related activities (up to 10%).

Location:

This position will be primarily based in the Washington D.C. office. ACS employees work a hybrid work schedule, consisting of working onsite, three days per week. ACS employees are in the office on Tuesday and Wednesday with the third in-office day scheduled in consultation with the manager. While always welcome to work in the office, employees may work the other two days of the week from a location of their choice. New employees are immediately eligible for this hybrid work arrangement. ACS offers relocation assistance, if applicable.

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