- Expired: over a month ago. Applications are no longer accepted.
Type: Contract to Hire
Position: Meetings Coordinator
Location: Alexandria, VA
Salary: $45,000 -$53,000
Hybrid: Yes (First month in office)
Hours: Mon-Fri, typically 8:30-4:30PM or 9-5PM
Background Check: Yes
Covid Policy: Must be vaccinated. Boosters are strongly preferred. If not boosted, mask required.
Your role as a Meetings Coordinator will help meet the above goals in a dynamic, thoughtful, and progressive environment. In this role, you are asked to provide meeting management support for up to three mid-sized meetings, which includes, but is not limited to logistical support and on-site meeting management. This position sources and negotiates venue contracts for approximately 50 training programs, some of which are government grant funded.
-- Serve as the point of contact to plan, arrange, and coordinate administrative, logistical, and support services for assigned small/mid-size meetings
-- Use company templates to create RFPs to source, analyze, and make meeting location recommendations for assigned events ensuring company standards are maintained
-- Assist with contract negotiations to identify, obtain, and negotiate suitable pricing
-- Work with internal teams and external vendors to coordinate logistical details of three annually occurring midsize meetings (300-1,000 attendees) to include but not limited to, speaker management, housing block, food and beverage, meeting room set-ups, audio visual, transportation, special events, on-site management, billing, etc.
-- Build and maintain an event app for two midsize meetings
-- Develop and manage project timelines and lead status meetings
-- Complete weekly, monthly, and final status reports as required for small/mid-sized events
-- Maintain and improve the company and conference brand. Consistently represent the company brand throughout all designated conferences
-- Assist Conference Managers with Annual Conference responsibilities
-- Other duties as assigned
-- Bachelor's degree in a relevant field
-- Two years of job-related experience
-- Proficiency in Microsoft Office products (Outlook, Word, Excel, and PowerPoint) and other relevant business software
-- Equivalent combinations of education and experience will be considered
REQUIRED KNOWLEDGE, SKILLS & ABILITIES:
-- Solid analytical skills to include ability to troubleshoot problems from multiple perspectives
-- Effective task prioritization and time management skills
-- Solid writing, editing, and communication skills
-- Effective collaboration and teamwork skills
-- Attention to detail
-- Experience in a non-profit organization, association
-- Familiarity with and understanding of federal grant requirements and compliance a plus
-- Experience with, and ability to plan events and make logistical arrangements for individuals and groups
Special Conditions and Work Environment
-- Travel will be required 5-15% of the time throughout the year
-- Work takes place primarily in an office environment
-- Light lifting, bending, and reaching may be required
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