Meetings Coordinator

Position Summary

The Meetings Coordinator will work closely with the Director of Events and Meetings, and Manager of Meetings and Section Services. The coordinator supports departmental initiatives that advance greater faculty engagement and awareness of the Association’s meeting services. The coordinator provides outstanding customer service, accurate data management, and broad administrative support.

POSITION DUTIES AND RESPONSIBILITIES (Duties that occupy a major portion of time and importance in the job)

• Supports virtual and in-person meetings/conferences.
  • Coordinates with speakers and moderators, collecting biographical and description information, creating event webpages, reminders to presenters, and generating registration and attendee reports.
  • Provides technical support and registration for webinar series.
  • At in-person meetings, supports the meetings staff with on-site tasks such as distribution of signage and materials.
• Serves on cross-departmental staff working groups.
• Assists with organizing and packaging of program proposals for events.
• Assists with the input of sessions, speakers, and descriptions into the database.
• Assists with scheduling program sessions, proofs program schedule, hotel, and catering documents.
• Uses event management software and other platforms to identify data trends that improve event strategy.
• Monitors events email inbox and provides responses based on guidelines and procedures.
• Supports processing of vendors payments and members travel reimbursement requests in accordance with standard operating procedures.
• Other duties as assigned.

QUALIFICATIONS, KNOWLEDGE & SKILLS REQUIRED (Minimum education and experience needed to perform the job adequately)

• Bachelor’s degree required. Communications, business, public relations, marketing, humanities and arts, or related field, strongly preferred.
• Minimum one year working experience in either non-profit membership management, customer service, business development, sales, marketing, or related field required.
• Proficient in the Microsoft Office Suite (Outlook, Word, Excel, and PowerPoint) and Adobe products.
• Customer Service and Communication: Excellent interpersonal and written/verbal communication skills.
• Research and Organization: Proficient in basic research, databases, and self-management.
• Adaptability and Follow-Through: Learns quickly, performs well under pressure, and consistently meets deadlines.
• Collaboration and Problem-Solving: Works well independently and as part of a team, solving difficult problems.

Work Environment, Location & Travel Requirements

• This is a full-time, hybrid position with headquarters located in Dupont Circle, Washington, D.C.
• Occasional travel is required for AALS events and staff gatherings.
• The position requires long hours during conferences and events, with many hours standing or walking.
• This setting may also require lifting up to 20 pounds.

HOW TO APPLY

If you are interested in applying, please submit your resume and cover letter to jobs@aals.org.

AALS provides equal employment opportunities (EEO) to all employees and applicants for employment and prohibits discrimination and harassment of any type without regard to race, color, religion, age, sex, national origin, disability status, genetics, protected veteran status, sexual orientation, gender identity or expression, or any other characteristic protected by federal, state, or local laws. AALS is committed to providing access, equal opportunity, and reasonable accommodation for individuals with disabilities in employment, its services, programs, and activities. To request reasonable accommodation, contact humanresources@aals.org.

Benefits: AALS offers employees a comprehensive benefits package, including health insurance, dental insurance, free life and disability insurance for the employee, FSA, and 403B.