Overview
Meeting Coordinator Jobs in Philadelphia, PA at The American Law Institute
Title: Meeting Coordinator
Company: The American Law Institute
Location: Philadelphia, PA
JOB SUMMARY:
Coordinates ALI meetings and events, including project meetings, Council meetings, and Annual Meetings of the ALI membership (approximately 15-20 per year; other than Annual Meetings, most meetings are held at the ALI Conference Center).
ESSENTIAL DUTIES:
The following is a list of essential duties, which may be subject to change at any time and without advance notice. Management may assign new duties, reassign existing duties, or eliminate a function.
- Creates and updates meeting information on the ALI website.
- Prepares and sends meeting notices by email, including save-the-date, registration, and confirmation notices.
- Monitors registrations and follows up by email or phone with invitees who have not responded.
- Tracks dietary and special-need requests.
- Selects menus; orders catering and other food and meeting supplies.
- Prepares and updates rooming lists for hotels, if applicable.
- Books travel and hotel rooms for ALI officers and staff using corporate points.
- Tracks and manages schedules for hotel and vendor deposits and cut-off dates for room blocks.
- Prepares materials, including signage, name badges, name tents, place cards, and sign-in lists. Prepares shipments for offsite events.
- Staffs meetings and events, including performing registration-desk duties, arranging dinner seating, and overseeing AV vendors, food and beverage service, catering and other deliveries, and clean-up.
- Sets up Zoom meetings for hybrid and virtual meetings, serves as Zoom host, and admits attendees.
- Operates Zoom Room and AV features of the ALI Conference Center.
- Monitors activities at in-person and virtual meetings to address any problems that arise.
- Reviews invoices for accuracy; ensures receipt of credit-card payment receipts or submits invoices to accounting department for payment.
- Reviews expense-reimbursement requests for accuracy and compliance with ALI’s guidelines, follows up with attendees as needed, and submits requests to accounting department for payment
- Updates attendance records after meetings.
- Maintains retrievable electronic records about meetings and events and provides comparative attendance, expense, and other data as requested.
- If requested, researches locations and venues for offsite events, prepares RFPs, and reviews and compares responses.
- Assists with selecting hotels for guest-room blocks and venues for dinners.
- Reviews and negotiates contracts with hotels and service providers, in consultation with the Associate Deputy Director.
- Perform other related duties as assigned to meet organizational goals and objectives.
QUALIFICATION REQUIREMENTS:
To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
Education and Experience:
- Bachelor’s degree and at least three years of experience as a meetings coordinator or assistant.
- Experience with corporate, university, or law-school events.
Other Skills/Abilities:
- Excellent organizational skills and attention to detail and accuracy.
- Ability to organize, track, and perform multiple tasks while meeting deadlines.
- Resourcefulness, and ability to anticipate and recognize problems and to offer possible solutions.
- Ability to be a hands-on problem solver to address issues.
- Ability to exercise good business judgment, diplomacy, and tact.
- Ability to travel and to be flexible with work schedules, including working early in the morning, late in the evening, and on weekends as needed.
Language Skills:
- Command of English grammar and spelling.
- Ability to write and proofread routine correspondence.
- Ability to read and interpret instructions and contract provisions.
Mathematical Ability:
- Ability to add, subtract, multiply, and divide with use of a calculator or otherwise.
- Ability to reconcile invoices with contracts and internal records.
Technical Skills:
- Proficiency in Microsoft Word, Outlook, Excel, and Teams. Experience with Higher Logic/Informz communications platform a plus.
- High level of proficiency in using Zoom for events; experience with Zoom Rooms a plus.
- Experience with using a member- or customer-management system. Experience with iMIS a plus.
- Familiarity with the use of AV equipment such as microphones, cameras, and display screens.
PHYSICAL REQUIREMENTS:
- Prolonged periods of sitting at a desk and working on a computer.
- Ability to stand, walk, bend, kneel, and crouch at meetings and events.
- Ability to lift and move up to 25 pounds at times.
- Ability, or willingness to be certified, to perform CPR and use a defibrillator.
COMPENSATION:
- Salary range: $58,000 to $70,000 annually
BENEFITS:
- Medical, dental, and vision insurance
- Life insurance, AD&D, and long-term disability coverage
- 403(b) retirement plan with generous company match
- Flexible Spending Accounts (FSA)
- Vacation days, sick days, and paid holidays
