Coordinator of Meetings

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

Interested applicants should email a resume/CV and cover letter to ASTA COO Ann Jorss at ajorss@betterseed.org.