What are the responsibilities and job description for the Meetings Coordinator position at American Association of School Personnel Administrators?
Job Summary
The Meetings Coordinator is responsible for planning, implementing, and providing support to the Associate Executive Director, Partnerships & Events for the various virtual and in-person events throughout the year to ensure their success. This position is also responsible for maintaining the conference website and event pages and is also responsible for assisting in the business partners program and strategic execution of the association goals and objectives. Collaborate with team members to ensure organizational goals are met. For a full job description go to :
Essential Functions
In Person Professional Development / Event Coordination
Perform event preparation tasks including developing event reports; maintaining event schedules and agendas, communicating with presenters, uploading session descriptions; communicating event information to attendees and ordering and preparing materials.
Oversee all aspects of in person speaker participation, including communications, recruitment, deadlines, materials, scheduling and session approvals.
Work with Associate Executive Director, Partnerships & Events on all event logistics including, but not limited to : menu selection, AV contracting, room sets, BEOs, volunteers, research event décor, promotional items, community service opportunities, entertainment and evening activities.
Collaborate with other team members to open registration
Create marketing content and materials in collaboration with the Marketing Coordinator to include program books and all printed materials
Research event décor, promotional items, community service opportunities, entertainment and evening activities.
Design, compile and maintain conference mobile apps to ensure accuracy.
Serve as on-site contact for speakers, coordinate on-site logistics and provide general event support to the Associate Executive Director, Partnerships & Events.
Serve as on-site contact for vendors, suppliers, business partners, hotels & CVBs.
Troubleshoot and resolve issues that arise regarding presenters or technology.
Develop and compile surveys / evaluations following events to gather attendee feedback.
Virtual Professional Development Program
Perform event preparation tasks including developing event reports; maintaining event schedules and agendas; uploading session descriptions; communicating event information to attendees and ordering and preparing materials.
Oversee all aspects of virtual / webinar speaker participation, including communications, recruitment, deadlines, materials, scheduling and session approvals.
Work with the Associate Executive Director, Partnerships & Events on all event logistics.
Troubleshoot and resolve issues that arise regarding presenters or technology.
Facilitate and moderate all virtual events & webinars.
Create marketing content in collaboration with the Marketing Coordinator and other team members including, but not limited to social media, Constant Contacts and printed materials.
Administer the virtual / webinar programs which includes registration, platform management, marketing and post event processing.
Develop and compile surveys / evaluations following virtual events to gather attendee feedback.
Event Coordination
Collaborate with other team members to prepare registration for all professional development programs.
Design and maintain websites and event pages for all professional development programs.
Maintain and monitor event invoices for all professional development programs.
Coordinate all aspects of event registration, including setup, processing, attendee tracking and serving as the primary contact for registration related inquiries for all professional development programs.
Create marketing content in collaboration with the Marketing Coordinator and other team members including, but not limited to social media, Constant Contacts and printed materials.
Compile reports and analyze registration data to support event planning and decision-making for all professional development programs.
Oversee the setup and processing of Continuing Education Units (CEUs) for SHRM, HRCI and pHCLE certification programs for all professional development programs.
Build and maintain the virtual professional development material index for all professional development programs.
Business Partner Program
Work with the Associate Executive Director on the design and organization of the associations Elite Sponsorship / Business Partners Program.
Develop and maintain communication processes and follow through with business partners & event sponsors.
Maintain and coordinate with other team members on the Advertising platform.
Human Capital Leadership in Education
Collaborate with other team members to prepare registration for all pHCLE Cohorts, pHCLE Exam windows, and micro-credential program.
Create marketing content in collaboration with the Marketing Coordinator and other team members including, but not limited to social media, Constant Contacts and printed materials.
Work with the Executive Director on all pHCLE recertification processes.
Office Management
Answer general calls and / or email inquiries pertaining to organization events.
Collaborate to create communications to share event information with organization members.
Strategic Execution
Execute strategic plan initiatives as directed.
Lead the Scholarship Committee.
Lead the Professional Development Committee.
QUALIFICATIONS
Required
Education : An Associate’s degree, Bachelor’s degree, or comparable professional training.
Travel : Must be able to travel up to 25% (1-3 times per quarter)
Preferred
Education in Hospitality or Event Management preferred.
Previous experience with associations, Association Management System (AMS) preferred.
Knowledge of website platforms, survey programs, Zoom and mobile apps preferred.
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