Tennessee Society of Association Executives
Coordinator of Meetings
Tennessee Society of Association Executives, Alexandria, Virginia, us, 22350
Reports to:
Chief Operating Officer
Status:
Full-time, Non-Exempt
Summary The Coordinator of Meetings supports the planning and execution of in-person and virtual events, working closely with an external event management company. This role handles logistics, vendor coordination, registration, sponsorship fulfillment, and post-event follow-up to ensure smooth, impactful experiences for attendees.
Key Responsibilities
Coordinate logistics for meetings, conferences, conventions, and webinars
Serve as liaison between staff and event management company
Assist with vendor contracts (hotels, AV, catering) and service orders
Support budgeting, invoicing, and expense tracking
Manage registration and provide attendee support
Collaborate on event materials (agendas, signage, badges, surveys)
Help promote events with Communications and event teams
Track event performance and feedback for improvement
Maintain calendars, timelines, task lists, and run-of-show documents
Assist with sponsorship and exhibitor support
Oversee packing/shipping of event materials
Update event databases and manage private meeting room requests
Support special projects and other duties as assigned
Qualifications
Bachelor’s degree in hospitality, event management, communications, or related field
2+ years’ experience in event planning or hospitality (association/nonprofit preferred)
Proficiency in Microsoft Office and event/association management software
Strong written and verbal communication skills
Excellent organizational skills and attention to detail
Reliable, self-motivated, and team-oriented
Willingness to travel several times per year
CMP certification or progress toward certification is a plus
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Chief Operating Officer
Status:
Full-time, Non-Exempt
Summary The Coordinator of Meetings supports the planning and execution of in-person and virtual events, working closely with an external event management company. This role handles logistics, vendor coordination, registration, sponsorship fulfillment, and post-event follow-up to ensure smooth, impactful experiences for attendees.
Key Responsibilities
Coordinate logistics for meetings, conferences, conventions, and webinars
Serve as liaison between staff and event management company
Assist with vendor contracts (hotels, AV, catering) and service orders
Support budgeting, invoicing, and expense tracking
Manage registration and provide attendee support
Collaborate on event materials (agendas, signage, badges, surveys)
Help promote events with Communications and event teams
Track event performance and feedback for improvement
Maintain calendars, timelines, task lists, and run-of-show documents
Assist with sponsorship and exhibitor support
Oversee packing/shipping of event materials
Update event databases and manage private meeting room requests
Support special projects and other duties as assigned
Qualifications
Bachelor’s degree in hospitality, event management, communications, or related field
2+ years’ experience in event planning or hospitality (association/nonprofit preferred)
Proficiency in Microsoft Office and event/association management software
Strong written and verbal communication skills
Excellent organizational skills and attention to detail
Reliable, self-motivated, and team-oriented
Willingness to travel several times per year
CMP certification or progress toward certification is a plus
#J-18808-Ljbffr