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Meetings Coordinator, AAAAI

Executive Director, Inc.
Milwaukee, USA
Full-time
Entry · 1+ years experience
Hybrid
Discovered 1 months ago
iMIS

Full Job Posting

  • Assist attendees with Annual Meeting registration/housing questions via telephone and email. Respond to all inquiries in a timely and professional manner. Coordinate development of invitation letters for international attendees.
  • Primary contact with the exhibit booth sales vendor and with exhibitors regarding application status, booth payments, Data Processing Agreements (DPAs), Exhibitor Appointed Contractors (EACs), insurance policies, booth assignments notifications, online/mobile app listings, giveaway & mailing list requests and any additional special requests.
  • Coordinate the Exhibitor Prospectus, Exhibitor Application, various exhibitor forms and Floorplan Sponsorship Handout through working with the Creative Services team and Director of Meetings.
  • Work closely with the mobile app vendor to manage exhibitor import, announcement and access to listing enhancements and exhibit hall floorplan.
  • Perform administrative functions associated with Annual Meeting registration/housing and other AAAAI Meetings, including but not limited to performing data entry into iMIS and other meeting systems and collect reports.
  • Coordinate Annual Meeting registration deliverables including registration bags, reg bag inserts, lanyards, door drop bags, badge holders, badge stock and ribbons.
  • Manage Annual Meeting ribbon inventory, ticketed ribbon lists, staff distributed ribbons and onsite ribbon kiosk.
  • Create documents for, assemble and manage the printing/delivery of the Operations Manual.
  • Coordinate onsite office supply orders and pack office supply materials for Annual Meeting.
  • Oversee the ship-out for Annual Meeting with General Contractor, facilitate all box movement onsite and coordinate ship-back; coordinate any items shipped directly to the venue or directly out from venue.
  • Assist with reconciling Annual Meeting invoices.
  • Maintain AAAAI meetings records including Meeting Team archives, registration and exhibit statistics and related organizations meeting list, etc.
  • Serve as liaison to assigned committee(s) by coordinating activities and providing support as needed to achieve objectives.
  • Other duties as assigned.

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