Meeting Coordinator

Percent of Time Spent

Task Title

Essential Functions

60%

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.

• Implement 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. 

• Process, edit and distribute professional development recordings.

• Develop and compile surveys/evaluations following virtual events to gather attendee feedback.

• Assist the Associate Executive Director, Partnerships & Events in the development, expansion and continued enhancement of AASPA’s virtual professional development programs.

30%

In Person Professional Development & Event Coordination

• Perform event preparation tasks including developing event reports; maintaining event schedules/agendas, communicating with presenters, uploading session descriptions; communicating event information to attendees and ordering and preparing materials.

• Work with Associate Executive Director, Partnerships & Events on event logistics including, but not limited to: menu selection, AV contracting, room sets, BEOs, volunteers, research event décor, promotional items, community service opportunities, entertainment, evening activities and more.`

• Collaborate with other team members to open and process registrations.

• Assist with marketing content and materials in collaboration with the Associate Executive Director, Partnerships & Events & Marketing Director to include program books and all printed materials

• 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.

• Assist in all aspects of event registration, including 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 registration data to support event planning.

• Build and maintain the virtual professional development material index for all professional development programs.

10%

Office Management

• Answer general calls and/or email inquiries pertaining to organization events.

• Collaborate to create communications to share event information with organization members.

• Assist others in the Association with tasks as needed.