Meeting Coordinator
13 days ago
Mount Royal
Job Description Job Title: Meeting Coordinator Reports To: Director, Meetings & Events Department: Meetings & Events FLSA Status: Exempt Classification: Full-Time Location: Remote (DE, MA, MD, MI,MN, MO, NC,NJ, OH, PA, TN, TX, UT, VA, WA, and WI) Salary Range: $40,000 - $55,000 Who We Are: Talley Management Group, Inc. (Talley), is an employee-owned company who specializes in delivering innovative management solutions that empower associations, non-profits, and professional societies to thrive. We partner with organizations to provide full-service association management and outsourced services. Our tailored approach ensures that our clients achieve their goals, enhance member experiences, and create lasting impact within their industries. What We Do: Founded on a passion for excellence and collaboration, Talley is a leading association management company with decades of experience serving diverse associations. We are a team of dedicated professionals committed to fostering connections, driving growth, and delivering results. Guided by our mission and core values, we strive to be the trusted partner that organizations rely on to navigate challenges and achieve their mission. Position Overview: The Meeting and Events Coordinator provides essential support to the meetings department in the execution of high-quality events by managing registration, speaker coordination, logistics, materials production, and on-site services. This role ensures seamless event operations while maintaining excellent communication and attention to detail. Key Responsibilities: • Registration & Communication, • Manage communication with registrants regarding program details and logistics., • Forward payment and transaction-related issues to the Data Services department., • Provide timely and professional customer service to members and industry partners regarding event registration and inquiries., • Produce and distribute regular registration reports., • Create and manage RSVP forms and track responses., • Speaker Management, • Serve as the primary point of contact for event speakers., • Coordinate the collection of speaker bios, headshots, session descriptions, and presentation materials., • Track speaker deliverables and deadlines, sending reminders as needed., • Prepare and distribute speaker communications, including confirmation letters and logistical information., • Assist with speaker registration, travel coordination, and on-site support., • Ensure speaker needs (AV, room setup, handouts, etc.) are accurately documented and communicated to appropriate teams., • Event Materials & Logistics, • Create and organize event materials such as badges, tent cards, sign-in sheets, rosters, invitations, registration desk collateral, and signage., • Manage the preparation and manifest tracking of event shipments., • Assist with exhibitor and sponsor deliverables and fulfillment., • Administrative & On-site Support, • Perform administrative tasks including filing, reporting, and maintaining supplies for the meetings department., • Support the registration desk and logistics at in-person events., • Assist with proofreading event-related materials and email communications., • Contribute to the development and scheduling of event email blasts., • Maintain historical records and data for meeting trends., • Program & Project Support, • Support meeting managers with logistical and programmatic tasks as directed., • Participate in planning meetings and provide input on process improvements. Qualifications: Education Requirements: • Proficiency in Microsoft Office Suite and various AMC project management tools., • Experience with or the ability to learn and work with key technology platforms like Monday.com, Cadmium and Cvent., • Excellent organization and time management skills with demonstrated ability to handle and prioritize multiple projects effectively and efficiently in a deadline-oriented environment., • Excellent analytical, problem-solving, and strategic thinking skills., • Exceptional communication, interpersonal, and presentation skills, with ability to convey information in writing and verbally., • High ethical standards and integrity., • Self-starter who is driven and has the ability to work independently., • Exhibit a high level of attention to detail in order to produce accurate results., • Ability to work collaboratively in a team environment to support strategic direction. Core Competencies: • Approachability and Presence – Maintains an open, warm and accessible demeanor with an emphasis on clear and respectful communication., • Emotional Intelligence – Leads with empathy and tact with both team members and volunteer leaders, • Interpersonal and Cultural Awareness – Values and respects diverse perspectives, • Clear and Concise Communication – Conveys information in a timely, organized and understandable manner, adjusting language and tone based on audience or context. Shares relevant information proactively, helping stakeholders understand context, direction, and decisions that affect their work. Success Metrics: • Maintaining timely and professional communication with clients and event participants., • Delivering accurate and timely reports., • Meeting or exceeding defined timelines and deliverables for assigned tasks., • Contributing to process improvements and team success. Physical Demands & Working Environment: • This is a remote position., • Percentage of travel (inclusive of Talley and client related obligations) – up to 10%, • This role primarily involves desk-based work using a computer and standard office equipment. Employees must be able to sit or stand (based on preference) for extended periods, type and use a mouse, view a computer screen, and participate in virtual meetings. Occasionally, light lifting of items like laptops or small office supplies (up to 15 pounds) may be required. Employees are expected to maintain a comfortable home office setup and adhere to safety guidelines for physical needs, ensuring an efficient and productive work experience., • If travel is required, additional physical requirements include navigating airports, public transportation, and meeting locations, lifting luggage or equipment (up to 50 pounds), sitting or standing for extended periods, and adapting to various environments such as conference centers or client sites., • Health Insurance, including medical, dental, and vision, • 401K with Employer Match, • Employee-Ownership Program, • Employer paid Life and AD&D Insurance, • Long-Term Disability, • Flexible Health Spending Account (FSA), • Various voluntary benefit options, • Employee Assistance Program (EAP), • Semi-Monthly Internet Reimbursement, • Flexible Time Off, • Paid Holidays, • Winter Vacation, • Bonus Opportunities, • Professional Development Talley is an equal opportunity employer and all qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity or expression, pregnancy, age, national origin, disability status, genetic information, protected veteran status, or any other characteristic protected by law.