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Meetings Coordinator

 

DEPARTMENT: Meeting & Event Ops

REPORTS TO: VP, Event Operations, Member & Customer Engagement, and Special projects

SUMMARY:

Work closely with internal stakeholders, and shared services teams to plan and execute a wide variety of in-person, virtual and hybrid events.

ESSENTIAL DUTIES:

  • Manage and execute assigned meetings/events in accordance with the Academy’s operating polices and guidelines. Able to strike a balance between client satisfaction and effective business management.
  • Coordinate logistical details; including meeting room set-up, audio-visual, registration/hospitality, food functions, on-site staff, transportation, security, communication and special events for events in-house, as well as off site.
  • Ability to prioritize effectively; capacity to manage multiple priorities meeting deadlines and responding to changing priorities

GENERAL RESPONSIBILITIES:

  • Develop, manage and reconcile program budgets and timelines for meetings and events from end to end including, venue, F & B, collateral production, conference promotion, AV, etc.
  • Responsible for all speaker coordination associated with events including: collecting presentations and permissions, virtual event speaker testing and gathering speaker logistic requirements for on-site execution.
  • Responsible for the creation, customization and configuration of virtual and live event registration pages and virtual platform
  • Generate and distribute reports: registrant, attendee, polling responses, and Q&A for virtual events
  • Prepare all meeting/conference documentation for participants; collaborates with internal teams and vendors to design and produce web-based and printed event materials including Cvent VAH, marketing pieces, attendee packets
  • Conduct site searches when necessary; prepare and issues RFPs and summarize responses to include venue description, availability, rate, web page or brochure samples, access to airport, etc.
  • Source support vendors for off-site meetings (including but not limited to: AV, special events, temp staff) and act as liaison to communicate meeting specifications and manage execution and delivery.
  • Provides event marketing support for assigned events; including management, coordination and fulfillment of client request for artwork production, sourcing images, and collateral production and placement
  • Ensure that all meetings are compliant with organization policies, expense guidelines and approval procedures.

REQUIRED SKILLS AND EXPERIENCE:

  • Bachelor’s degree or equivalent and 2 years professional experience in meeting planning, convention services, virtual event production, project management or hospitality field.
  • Proficiency in Microsoft Office; adept at learning new technology tools
  • Knowledge of CVENT VAH + REG, basic HTML coding/website maintenance, and EMS a plus.
  • Excellent oral/written communication skills.
  • Judgment and problem-solving skills to resolve unique and/or unanticipated problems.
  • The ideal candidate is detail-oriented, deadline-conscious, politely persistent, composed in stressful situations and capable of juggling several projects at once.

SUPERVISORY RESPONSIBILITIES:

None

WORK SCHEDULE/ WORK ENVIRONMENT:

The Academy operates during standard business hours Monday through Friday from 9am-5pm. Standard work week is 35 hours, unless otherwise noted.

Academy employees work on a hybrid schedule with in-office days scheduled by management. Employees must be based in New York.

This is a largely sedentary role.

COMPENSATION & BENEFITS:

The salary for this role is $30.21- $32.97 per hour ($55,000- 60,000 annual equivalent). This is a Full-time, non-exempt position.

In addition to salary commensurate with experience, the Academy offers a comprehensive benefits package which includes affordable health insurance, retirement plan with matching employer contribution, personal & career development stipend as well as liberal paid time off policies.

Additional Work Schedule/ Work Environment information:

None