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Meetings Coordinator
CLIENT ASSOCIATIONS: Agricultural & Applied Economics Association, AAEA
POSITION REPORTS TO: Executive Director, AAEA
POSITION(S) THAT REPORT TO YOU: N/A
EXEMPT/NON-EXEMPT EMPLOYEE STATUS: Non-Exempt (Minimum 37.5 hours/week)
GENERAL SUMMARY: Coordinates details of AAEA programs and administrative activities, with a primary focus on the AAEA Annual Meeting.
POSITION RESPONSIBILITIES (Minimum 37.5 hours/week):
Annual Meeting:
- Support the AAEA Senior Meetings Manager with Annual Meeting and/or other events.
- Register attendees for the Annual Meeting; develop and distribute registration receipts; track waived memberships or registrations; answer all questions (via phone or email) regarding registration; order registration materials such as name badges, lanyards, ribbons, tickets, and envelopes; organize and stuff registration packages; work registration desk onsite; and process onsite registrations post-Meeting.
- Coordinate the abstract submission process for presenters at the annual meeting, set up the system annually, liaise with the Selected Presentations Committee; answer questions from submitters, and work with the AAEA Senior Meetings Manager to schedule final sessions.
- Create the Final Program for the Annual Meeting.
- Liaise with EDI Information & Technology Services Dept. for reports on entry of meeting registrations or changes to meeting registrations.
- Maintain planning timelines and administer scheduled projects.
- Work with the Senior Communications Manager on the development of meeting marketing materials, including the website and a bi-monthly meeting e-newsletter.
- Maintain current and historical meeting information in the office.
- Compile and summarize meeting evaluations.
- Draft letters of invitation and confirmation to speaker, sponsors and program committees.
- Assist with proofreading, filing, writing and coordinating Annual Meeting program materials (e.g. syllabi, participant materials, collating evaluation results) and other communications with AAEA members and attendees.
- Assist with Annual Meeting awards program, order plaques through chosen vendor; create and print certificates; get certificates signed by appropriate parties; draft and distribute award letters; assist with awards ceremony script; obtain W-9s for those receiving a check; submit check requests for award winners; provide on-site assistance with Ceremony; print and mount on-site awards; mail on-site awards out (along with checks) post-meeting.
- Generate and distribute post meeting invoices and travel grant reimbursements.
- Other duties as assigned.
General Administration
- Monitoring of general email inboxes and coordination of timely responses.
- Monitoring of general voicemail inboxes and coordination of timely responses.
- Coordinate regular updating of relevant organizational statistics and tracking reports.
- Coordinate distribution of Annual Meeting Travel Grant distributions.
AMOUNT OF TRAVEL REQUIRED: (total weeks per year):
Two to three weeks per year. Some weekend and evening work may be required.
EDUCATION REQUIRED:
Bachelor's degree preferred. Proficiency in MS Word and Excel as well as database experience.
PROFESSIONAL EXPERIENCE AND SKILLS REQUIRED:
Work experience in an office environment with demonstrated project management skills, excellent oral and written communication skills, and experience with multiple task management.
INTERNAL/EXTERNAL RELATIONSHIPS (clients and vendors):
- Internal: Liaison with EDI support staff including Information and Technology Services, Creative Services, Mail Room, Reception staff.
- External: AAEA meeting attendees, AAEA members, Hotel personnel, exhibitors, destination management companies, exhibit decorators, facility exhibit and convention service managers, housing bureaus, audio-visual companies, freight forwarders.
PHYSICAL REQUIREMENTS:
Some packaging and lifting up to 50 pounds. Ability to move quickly and frequently within the meeting facilities.
*This position is located in downtown Milwaukee, WI and a minimum of two days onsite in the office (including Wednesday as an all-staff-in-office day) are a requirement of the role.
*Please apply to the role that best aligns to your experience and qualifications. We'll discuss your interests and possible opportunities during an initial phone interview. (No need to apply to multiple opportunities.) |
Executive Director, Inc.
Mar 28, 2025