Conf & Meeting Coord

The incumbent in this role will assist with all aspects of meeting planning: project management; logistical management; financial management; site visits; vendor RFP process, and vendor communication; event registration; marketing; housing; onsite staffing and logistical management; and post-event reports. Provide operational support for department including creating/updating standard operating procedures.

Essential Job Duties

• Work on multiple meetings: regional, ACS Spring/Fall, specialty conferences and events simultaneously
• Provide timely, outstanding customer service for internal and external clients
• Respond in a timely manner to customer inquiries
• Follow established project management procedure for assigned projects/meetings, which includes following meeting production timelines (work plans) and participating in planning meetings with meeting planners, clients, and partners
• Provide logistical management for meetings including reviewing and updating event specs to include detailed set-up requirements

• Track finances of projects within the budget for revenue and expenses
• Process payments for vendors

• Participate in in-person and virtual site visits/inspections as needed
• Assist with creating request for proposals (RFPs) for vendors in several areas including: general services contractors, audio visual, catering, mobile apps, printers, shipping, and other vendors as required
• Assist registration staff in creating and managing registration website, flow, and registration form for assigned projects
• Review meeting marketing and client-created meeting materials including correspondence, program book, mobile app, and website pages 

• Assist with housing management including creating and tracking VIP housing lists and monitoring housing pickup and creating reports
• Provide onsite support for in-person and virtual meetings to act in logistical or registration management roles
• Assist with creating post-event meeting reports to include details regarding: registration, financials, attendee surveys, sales and mobile app statistics
• Liaison with ACS internal survey department to create post-meeting attendee survey
• Review and update standard operating procedures (SOPs) for department as needed
• Perform other duties as assigned by management

Education/Experience/Technological Knowledge

• College degree or equivalent experience; may have an advanced degree or equivalent experience;
• 5 years of demonstrated meetings experience (specs, logistics, registration, housing, vendors, etc.);
• Cvent site selection and registration, and event technology experience preferred
• Ability to work nights and weekends for successful execution of events.
• Ability to move about to accomplish tasks for many hours a day during events.
• Demonstrated program and project management experience required;
• Abiliity to prioritize and manage multiple projects, and meet deadlines;
• Strong writing and verbal communications skills for interacting with stakeholders;
• Organizational and analytical skills with an attention to detail are highly desirable;
• Outstanding interpersonal skills with focus on collaboration and consensus building between teams and a team player;
• Perform other duties as assigned by management. 
• Travel up to 15-20% of the year

This position will be primarily based in the Washington D.C. office. ACS employees work a hybrid work schedule, consisting of working onsite, three days per week. ACS employees are in the office on Tuesday and Wednesday with the third in-office day scheduled in consultation with the manager. While always welcome to work in the office, employees may work the other two days of the week from a location of their choice. New employees are immediately eligible for this hybrid work arrangement. ACS offers relocation assistance, if applicable.

EEO/Minority/Female/Disabled/Veteran