Meetings Coordinator
The Meetings Coordinator supports the planning and execution of ACOG’s internal and external meetings and events by providing a wide range of administrative and logistical support. This role assists with all aspects of registration - pre-, onsite, and post-event - and responds to registration inquiries. Responsibilities include setting up and managing online registration, generating reports, processing invoices, coordinating supplies, researching vendors, arranging food, beverage and audio-visual needs. The Coordinator also provides general administrative support to the meetings team to ensure smooth delivery of events.
Note: This position is considered Hybrid and will need to commute to ACOG's office located in Washington, D.C.
Duties/Responsibilities:
Meetings Logistics & Administration
- Provides on-site and pre-event planning support for ACOG meetings.
- Assist with coordinating logistics for external meetings to include vendor research, invoice processing, credit card reconciliation, and supply management.
- Manage inventory, orders and ships registration and office supplies for events.
- Identify and escalate issues that may impact the success of an event.
- Tracks expenses, codes and processes invoices and ensures all invoices are paid promptly.
- Support the planning and preparation for the Annual Clinical and Scientific Meeting, including materials management and uniform tracking.
- Perform administrative duties such as managing calendars, scheduling meetings, making travel arrangements, and processing travel reimbursements.
- Manage the timely and accurate retention and retrieval of important documentation consistent with ACOG’s document retention policy and the department’s daily business requirements, to include organizing and maintaining electronic and paper files.
- Completes special projects such as creating PowerPoint presentations, financial spreadsheets, special reports, and agenda material for internal and external audiences.
- Collaborate cross-functionally with internal teams to ensure successful event and operational outcomes
Meeting Registration
- Set up and manage registration platforms for ACOG events, including Committee Meetings, Annual District Meetings, and CREOG meetings using the ACOG database (Netforum).
- Generate and prepare attendee materials such as badges, labels, tent cards, rosters and accurate attendee lists.
- Processes cancellation, overpayments, refunds and cred card transactions. Prepares and distributes weekly attendance reports.
- Provide clear communication of registration policies and information to attendees; resolve inquiries and researches and resolves problems using sound judgement.
- Attends assigned domestic events to oversee and manage all aspects of onsite registration.
- Generates registration reports as requested and compiles and maintains historical registration data for departmental use.
Required Skills/Abilities:
- Proficient in Microsoft Office Suite (Word, PowerPoint, and Excel)
- Excellent verbal and written communications skills.
- Excellent interpersonal and customer service skills.
- Excellent organizational skills and attention to detail.
- Ability to manage multiple priorities and complete tasks on schedule.
- Comfortable working under pressure with tight deadlines.
- Ability to travel domestically (approximately 3-4 times per year, often over weekends)
Education and Experience:
- High School Diploma required; bachelor’s degree preferred.
- Minimum of 1 year of administrative experience required, preferably in meetings and registration.
- Experience with registration platforms and other meetings management technology preferred but not required.
Salary Range
$50,000 - $56,000 USD
Our Perks
Paid Parental Leave – Breastfeeding Friendly Workplace – Flexible work schedule – Commuting Allowance – Generous Paid Time Off – Holiday Pay – Life Insurance – Community Volunteering Opportunities – Generous 401(k) Company Contributions – Medical, Dental, and Vision Insurance – Learning Opportunities and Tuition Reimbursement – Company-Sponsored Team Outings – and more!
ACOG is an EEO employer committed to providing equal employment opportunities to all applicants and employees. As a federal government contractor and in accordance with applicable laws, regulations, and Executive Orders, the College takes affirmative action to ensure that applicants and employees covered are not discriminated against because of their race, color, religion, national origin, sex (gender), age, disability, pregnancy, marital status, sexual orientation, personal appearance, gender identity or expression, family responsibilities, political affiliation, veteran status, genetic information, or any other characteristic that is protected by applicable law. For more information about your equal employment opportunity rights, please view this poster: EEO is the Law. The College also participates in E-Verify.
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