Meetings Coordinator

ACOG is a professional organization focused on women's health, and they are seeking a Meetings Coordinator to support the planning and execution of internal and external meetings and events. The role includes managing registration processes, coordinating logistics, and providing administrative support to ensure successful events.

Responsibilities

• 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
• 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

Skills

• 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)
• High School Diploma required
• Minimum of 1 year of administrative experience required, preferably in meetings and registration
• Bachelor's degree preferred
• Experience with registration platforms and other meetings management technology preferred but not required

Benefits

• 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!

Company Overview