Meeting Coordinator

Association Headquarters (AH) is a professional services firm that excels in assisting non-profit organizations to achieve their missions, create value, and advance their causes, industries, and professions. AH operates through four main divisions: a full-service Association Management Company; a Marketing and Communications Agency (MarCom); a Meetings and Events Management Team; and a division offering custom solutions such as strategic planning, website builds, database integrations, accounting services, staff recruitment, credentialing management, public affairs and lobbying, and revenue growth services. AH's dedication to delivering exceptional services to non-profits has earned its recognition as an industry leader and it has been named Best Place to Work by the Philadelphia Business Journal nine times, reflecting an outstanding workplace culture. The company fosters a diverse and inclusive environment, welcoming candidates from all backgrounds without discrimination. Employees benefit from flexible schedules, on-site fitness centers open 24/7, a gym reimbursement program, tuition reimbursement, and comprehensive training and development opportunities.

The Meeting Coordinator role at Association Headquarters supports the Meeting Manager in the logistical planning of large conferences and meeting events. This role is essential in ensuring the smooth execution of various meeting components such as speaker management, housing, registration, payment processing, and logistics coordination. The position requires strong organizational and communication skills as the coordinator handles invitations and response tracking for speakers, manages housing arrangements for VIPs, speakers, and staff, and collects and inputs meeting registrations while providing dedicated customer service. Additionally, the coordinator processes payments including bills, invoices, and reimbursements, and assists with logistics such as direct bill applications, setup book production, and compiling site proposal responses. The Meeting Coordinator is also involved in post-meeting data analysis and marketing support, including developing and proofreading marketing materials, updating the website, and managing exhibition contracts and spreadsheets.

As the Meeting Coordinator gains experience, they are expected to take on additional responsibilities and deeper involvement in meeting management activities. This position offers a hybrid work schedule to accommodate flexible working styles. It requires proficiency with internet research, proof-reading, scanning, filing, and correspondence, ensuring all aspects of event coordination are meticulously handled. The role also supports the Meeting Department by booking vendor visits and managing food orders and set up for in-house meetings when requested. Education requirements include a high school diploma, although a bachelor's degree is preferred. Given AH's commitment to employee health and safety, COVID-19 vaccination is required unless a reasonable accommodation is granted. Overall, this position is ideal for an organized, detail-oriented professional seeking growth in the meeting and event planning field within a supportive and prestigious company.