About the Role
The Global Meetings Coordinator functions as an essential team member coordinating logistical activities for multiple national and/or regional meetings convened in-person, virtually, or in a hybrid format. The meetings range in size from 5 to 5,000 participants. The Global Meetings Coordinator will work with the conference team on meeting preparation, execution, and follow-up to ensure that assignments are delivered on-time, within budget, and at a consistent level of quality. This may primarily be performed remotely, but may require some time in our Falls Church, VA office. This position will report to the Managing Director, Global Meetings & Development.

Essential Duties and Responsibilities
  • Pre-Event Management
    • Establishes relationships with local and subcontractor contacts prior to events.
    • Researches, evaluates, and negotiates contracts including hotels, third party partners, audiovisual, virtual event platform, mobile app, health and wellness providers, and other suppliers.
    • Establishes and maintains relationships with preferred supplier partners. Manages vendor relationships including audiovisual, virtual event platform, mobile app, health and wellness provider, and others as requested.
    • Develops and maintains current lists of available venues, services, and pricing options.
    • Prepares timelines, invitations, spreadsheets, and other administrative correspondence.
    • Manage packing/shipping process with association staff.
  • Event Logistics
    • In collaboration with Manager, Global Meetings and Senior Manager, Expositions, oversees 3rd party audiovisual contract, ensuring floor plans and equipment are diagramed and ordered and properly managed. Work will include multiple diagram reviews/updates, back-end ordering systems, budget creation and review, and needs analysis/comparisons.
    • In collaboration with Meetings, Education, and Marketing Departments, oversees 3rd party virtual event platform and mobile app contractor(s). Work will include requirements development, RFP, demonstrations, evaluation, selection, and contracting of platform(s), leading API integrations with multiple systems, design consultation, testing, launch, and updates of systems.
    • In collaboration with host city local committee representative, oversees the development, advertising, registration, and preparation for technical tours during annual meeting. Work will include form and website creation, committee member and tour venue communication, preparing rosters, and day-of staffing for tour check-in.
    • In collaboration with Manager, Global Meetings and Managing Director, builds space grid; function space, supplies, and vendor spreadsheets for import; and updates meetings management software.
    • For AIHA’s annual conference, oversees the processes of booking auxiliary meetings; staff, contractor, and guest housing; shipping; and health and wellness program. Also responsible for updating website, program book content, event guide, and other logistical items as needed.
  • On-Site Management
    • Provides on-site management to ensure all arrangements are executed properly.
    • Works with on-site staff/vendors and resolves on-site issues.
    • Develops critiques on the facilities and supplier services and provides general observations of the host location/community.
    • Engages with member volunteers on AIHce EXP Local Advisory Committee as well as volunteer leadership.
  • Budget & Planning Management
    • Collects budget estimates from various locations and vendors as needed for annual budget preparation and projections throughout year.
    • Participates as a member of two annual conference core teams (meetings, marketing, education, and sponsorship) who are responsible for day-to-day operations of conference.
    • Collaborate with all ICW/auxiliary groups holding functions at meetings to ensure events are properly planned and produced.
    • Produces conference resumes and events guides and reviews/edits/approves event orders from venues for accuracy.
    • Contributes copy for conference programs (advance and final), website, and, in collaboration with various teams, develops marketing and program collateral for various promotions.
    • Collects and codes invoices for payment in a timely fashion and according to association fiscal policies.
    • Maintains current knowledge of event planning standards and trends by attending seminars, consulting with other professionals, and reading trade publications.
    • For AIHA’s small and/or local meetings, oversees process of location RFP, selection, contracting, and all logistical details including sleeping rooms, AV, F&B, and execution.
  • Additional duties and projects as assigned.

Qualifications
Education & Experience
  • Bachelor’s degree preferred
  • Required:
    • At least 2-3 years of directly applicable experience
    • Well versed in entire Microsoft Office Suite
To Truly Excel, You Will:
  • A focus on keeping projects and people organized and moving towards a common goal/deadline while also maintaining standards and best practices
  • Regularly utilize strong professional judgment while calling upon diplomatic skills (both internally and externally)
  • Be comfortable speaking in front of staff, members, volunteers, etc.
  • Strong customer service and interpersonal skills
  • Strong organizational skills, attention to detail, follow-through, and the ability to multi-task
  • Experience leading project teams
  • Be a quick learner who isn’t afraid of technology and quickly picks up new software and systems
  • Be able to work independently, manage groups of volunteers and co-workers, and establish/meet deadlines
Travel
Travel will be required for this position approximately 10% of the time.
 

Department: Meetings
This is a non-management position
This is a full time position

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