Senior Coordinator, Meetings & Exhibits

Washington D.C.
Sep 12, 2019
Oct 17, 2019
Career Level
Entry Level
Full Time

Senior Coordinator, Meetings and Exhibits

Position Summary:  The Senior Coordinator, Meetings and Exhibits, assists with all departmental activities relating to meetings and exhibits at NAFSA, including providing timely front-line service responses regarding the NAFSA Annual Conference & Expo. This position supports the conference logistics team in facilitating the successful execution of meetings, exhibits and educational offerings for the association.

Major Functions and Responsibilities

Working with the Associate Director, provide meeting and logistical support to all in-house meetings including Board of Directors meetings, Washington Leadership Meeting, Advocacy Day, departmental committee meetings, and local events in Washington, DC (25%)

  • Meeting and logistical support includes reserving meeting/function space, food and beverage/catering arrangements, audio visual setup, on-site room and meal checks throughout meeting, and working closely with hotel/venue staff to ensure a smooth program
  • Manage staff communications and resources for in-house meetings
  • Review and update requests for proposals (RFP) for in-house meetings
  • Maintain internal meeting request system

Support all activities related to annual conference logistics (35%)

  • Provide consistent answers to daily phone and e-mail inquiries through the conference inbox, based on department guidelines
  • Manage visa invitation letter process for annual conference attendees
  • Travel to conference site two to three times per year for planning purposes, taking an active role as part of planning team
  • Communicate pertinent conference information to staff through Staff Resource Guide
  • Manage signage production and placement with guidance from Senior Director
  • Partner with Local Area Team (LAT) Communications chair to submit blog posts according to schedule
  • Work with LAT Special Events chair to arrange campus visits and manage volunteers for special events
  • Manage conference web pages with Conference Program team
  • Draft NAFSA news stories for the operations team as needed
  • Manage the shipping process for annual conference
  • Review and update RFPs for annual conference and expo
  • Manage and produce floor plans for all space at convention center facility, working closely with decorating vendor and Associate Director, to include administrative space, networking spaces, sessions and workshops

Coordinate and support planning and execution of exhibits management functions (35%)

  • Collaborate closely with vendor to manage set up of online system for exhibitors
  • Monitor daily exhibits sales in online system to make sure all pieces are accurate and reflected properly
  • Manage check, credit card and wire transfer payments with accounting
  • Provide consistent, accurate, and timely exhibitor communication
  • Work with Exhibits Director on maintaining business practices for successful exposition
  • Partner with various vendors to manage Exhibitor Service Kit and Lead Retrieval
  • Coordinate exhibitor registration with Registration Specialist
  • Work with Marketing Services to develop expo sales strategy and communication plan
  • Research and develop comprehensive resources for exhibitors
  • Assist with pre-sales of future years
  • Work with expo team in producing Navigating the NAFSA Expo brochure

Assist with general office administration (5%)

  • Attend all meetings within logistics and content departments
  • Prepare letters, memos, and labels to support all departmental work
  • Provide back-up support to the Membership Frontline Specialist within the rotation of other NAFSA staff members who cover the front reception desk
  • Assist CFO and Senior Director as required

Required Qualifications:

  • Bachelor’s degree or equivalent combination of education and experience
  • At least two years of experience with general office administrative work
  • Demonstrated ability to appropriately prioritize, manage, and complete multiple projects and assignments while meeting competing deadlines
  • Ability to master various technology, web, and data management systems
  • Superior interpersonal, communication, and customer service skills
  • Ability to work in a fast-paced team environment as well as independently with minimal direction
  • Ability to work flexible hours, including some evenings and weekends; occasional travel required
  • Proficiency with Microsoft Office Suite, specifically advanced features of MS Excel

Desired Qualifications:

  • Previous experience with an association, membership, nonprofit or higher education organization
  • Experience in sponsorship, fundraising, meeting and event planning, or exhibit coordination
  • Exposure to or interest in international education
  • Experience working with or coordinating volunteers
  • Exposure to or experience with iMIS, Cadmium, or Experient software platforms

Work Relationships

As representatives of a membership organization with a broad and diverse range of activities related to education and training, NAFSA staff possess more than simply specialized capabilities. Each individual is expected to take the initiative to become knowledgeable about the organization as a whole. Association members and other staff expect colleagues to be accessible and responsive, to convey a positive attitude, and to exhibit a high degree of professionalism.

Office Environment

The workday is generally 9:00 a.m. to 5:00 p.m. The week after Memorial Day to Labor Day, it is 8:30 a.m. to 5:30 p.m. Monday through Thursday and 9:00 a.m. to 12:00 p.m. on Friday.

Travel is required occasionally related to job responsibilities, especially for the annual conference or other leadership meetings. Participation in the NAFSA annual conference the week of Memorial Day, including the holiday itself, is a job requirement. The annual conference is held in varying cities.

About NAFSA: Association of International Educators

NAFSA: Association of International Educators is an organization of people dedicated to building a global community and fostering a more peaceful world through advancing international higher education. With approximately 10,000 members, NAFSA is the world’s largest professional development and advocacy organization committed to international learning and creating a more globally engaged, welcoming, and educated United States.

NAFSA believes that international education advances learning and scholarship, fosters understanding and respect among people of diverse backgrounds and perspectives, is essential for developing globally competent individuals, and builds leadership for the global community. We believe that international education lies at the core of an interconnected world characterized by peace, security, and well-being for all.

NAFSA is a workplace that not only appreciates diversity but believes it is our strength, and we strive to create an inclusive culture for all our team members. NAFSA is proud to be an Equal Opportunity Employer and is committed to providing a diverse, inclusive, and accessible workplace to all employees. Learn more about NAFSA at

Similar jobs

More searches like this