Industry Job Opportunities
International Dairy Foods Association
Title: Coordinator, Meetings & Educational Services
Reports to: Senior Director, Meetings & Educational Services
Location: Washington DC
Position Summary:
The Coordinator manages and oversees the integrated logistical and administrative support needs of IDFA conferences, trainings, and/or other association-related/sponsored events. Planning and onsite responsibilities include but are not limited to: performing as staff hotel facility liaison; ordering meeting and event-related equipment; as well as overseeing logistics related to catering requirements and audio-visual needs. The Coordinator should be adept in negotiating and administering service and/or vendor contracts.
Responsibilities:
- Participates in the planning and establishment of goals and objectives for meetings, conferences, and/or events, with respect to budgets, sponsorships, speakers, facilities, technology, equipment, logistical requirements, and other related issues
- Create RFPs, evaluate responses, and make recommendations
- Sponsorship sales and management
- Development of promotional and on-site materials in conjunction with the Communications Department
- Correspond with exhibitors, sponsors, speakers and attendees as needed
- Liaison with meeting venue(s) regarding all logistics and attendee needs
- Liaison with AV companies for technological needs
- Arrange transportation as needed
- Coordinate signage for all meetings
- Management of meeting within specified budget
- Management of logistics requirements as to space, facilities, technology, equipment, lodging, catering, and on-site management
- Monitors and coordinates accounting activities as appropriate, and explains, compiles and/or forwards event-related invoices and reports to accounting staff and management as necessary
- Assist with room block management
Qualifications & Requirements:
- Ability to make administrative/procedural decisions and judgments
- Knowledge and understanding of meeting and event planning principles, requirements, procedures, and available resources
- Strong interpersonal and communication skills and the ability to work effectively with a wide range of individuals
- Ability to create, compose, and edit written materials
- Ability to negotiate and manage contractual arrangements
- Ability to perform complex tasks and to prioritize multiple projects
- Knowledge of conference facilities, technology, and equipment
- Ability to gather and analyze statistical data and generate reports
- Experience with exhibits and sponsorships
- Skill in organizing resources and establishing priorities
- Knowledge of finance, accounting, budgeting, and cost control procedures
- Dedication to detail is essential
- Bachelor's degree
- At least 3 years of progressive meeting planning experience
- Association experience a plus
- Proficient user of Microsoft products (Outlook, Word, Excel, PowerPoint, etc.)
- Some travel required
Submit resume to:
Diana C. Harvey, CMP
Senior Director, Meetings & Educational Services
International Dairy Foods Association
1250 H Street, NW
Suite 900
Washington, DC 20005
Fax 202.331.7820
dharvey@idfa.org