The Meetings Coordinator works collaboratively with staff across all society departments to execute meeting logistics, including space allocations, catering, housing accommodations, travel, audiovisual needs, VIP support, and administrative processing for invoices and budget documentation. This position requires a high-performing and enthusiastic individual who can provide superior customer service and enjoys maintaining processes and procedures.. This position supports needs for all locations following established processes and procedures.
ESSENTIAL DUTIES AND RESPONSIBILITIES (Duties that occupy a major portion of time and importance in the job)
Oversee the day-to-day utilization and assignments of conference center rooms and manage space using web-based meeting room scheduling systems, such as Resource Scheduler and Outlook
Identify booking conflicts or potential booking conflicts, suggestions solutions, and if not immediately resolved, discuss such conflicts with the Manager, Meetings
Collaborate with staff liaisons before, during, and after their events, maintaining a positive relationship and responding to inquiries and requests promptly
Responsible for sending initial confirmations to staff liaison in connection with bookings and follow up at specified intervals prior to the event to confirm the status of the meeting, the accuracy of participant counts, the need for special equipment, etc.
Responsible for creation of meeting using a web-based application such as Aventri for registration, hotel, and travel needs of attendees
Responsible for notifying ASH's official travel agency of the approved travelers' list for all meetings entered in the Aventri registration system
Responsible for ensuring travel booked through ASH's official travel agency matches the attendees expected arrival/departure date, follow-up with attendees if modifications are needed, flagging any variations immediately through established protocols for addressing
Responsible for ensuring hotel needs are submitted to ASH's headquarters hotel within defined parameters and match the attendees' expected travel arrival/departure date, follow-up with attendees if modifications are needed, flagging any variations immediately to the staff liaison for addressing
Responsible for the creation of room layout and seating charts using a web-based application such as Social Tables; some meetings may require approval through Senior Staff (such as the Executive Committee dinner)
Responsible for coordinating catering requests, including ordering, overseeing the contractors who are responsible for set-up, clean-up, and monitoring meeting participants' needs during the meeting
Responsible for coordinating off-site events, such as dinners, including reservations, ordering, overseeing set-up, pre-event on-site review of venue space, and processing invoices for meetings held in conjunction with conference center meetings
Responsible for other requested services (e.g., security, after-hours/building/elevator access, HVAC) are provided seamlessly and assigned events to run smoothly and efficiently
Responsible for providing staff liaisons timely and accurate reporting, following established processes and procedures, for entries in the web-based registration system
Facilitate "pre-con" meetings involving all relevant parties when plans for complex or large-scale events are being planned or finalized
During a Meeting
Ensure event details are up to the minute accurate in the web-based meeting room scheduling systems. Some more complex meetings may require creating comprehensive meeting resumes to document events and ensure all detailed information is shared with all relevant parties.
Facilitate weekly planning meetings with relevant parties to review the upcoming events in the coming week, answer questions from staff members, and discuss relevant logistical matters. Some meetings may require daily meetings, depending on their complexity.
Ensure meeting rooms are set up correctly, with the proper equipment and amenities, prior to the start of meetings
Responsible for daily "call-around" for next-day events, getting final confirmation of the meeting's time, number of participants, audiovisual presentation materials, menus, room set-up, billing information, etc.
Facilitate providing instruction to meeting host on use of equipment such as Zoom room, Creston, or audio-recording deck
Greet the host upon their arrival to the meetings room and ascertain any new requests. Introduce the host to the contractor(s) who is (are) responsible for set-up, clean-up, and monitoring meeting participants' needs during the meeting
Conduct "post-conference/debrief" feedback sessions with staff liaisons to obtain first-hand feedback on events.
Conduct operational and financial closing procedures for meetings
Provide administrative support to the Meetings, Manager in compiling information to complete the yearly budget guidance document
Conduct monthly inspections of the conference center kitchen, privacy room, and business center to ensure pristine conditions and maintenance of the meeting space, including maintaining basic office supplies and catering supplies.
Provide an outstanding level of customer service designed to exceed the goals and objectives of each client using the Conference Center
Provide administrative support for general inquiry phone calls and emails into the Meetings mailbox
Occasionally assist with off-site staffing of meetings
Responsible for occasional attendance at or support of ASH-sponsored meetings and events outside of normal working hours
QUALIFICATIONS, KNOWLEDGE, AND SKILL REQUIRED:
Bachelor's degree or equivalent experience and at least two years' experience independently planning and coordinating logistics for in-house meetings
Demonstrated strengths in organizational skills and attention to detail
Ability to interact and communicate effectively with staff, members/non-members, meeting attendees, and vendors
Ability to efficiently manage time, meet schedules/deadlines and handle multiple assignments simultaneously
Exceptional communication and interpersonal skills
Computer proficiency and adept at learning new software. Familiarity with MS Office products and meeting room scheduling, room diagramming, and registration software.
Ability to work under pressure, to keep confidentially, and always conduct oneself in a professional manner
Flexibility with schedule and willingness to work overtime during the heavy conference season to meet deadlines