Meetings Coordinator

PA Bar Association

Position Summary:

Seeking an experienced and highly organized Meetings Coordinator to join our team. The ideal candidate will have a strong background in hotel operations, exceptional customer service skills, and the ability to manage multiple projects simultaneously. This role requires a results-oriented professional who thrives in a fast-paced environment and is committed to delivering outstanding meeting and event experiences to members. Some travel is required.

Duties and Responsibilities:

In addition to performing any duties that may be assigned by the Director of Meetings, the Meetings Coordinator is responsible for the following: 

1. Work closely with other staff to coordinate and manage varied aspects of meetings, conferences, and special events. These duties include a full range of administrative duties from planning through execution including but not limited to pre-registrations/data entry, name badge preparation, producing reports, on site meeting management.
2. Serve as a point of contact for members, vendors, hotels, and attendees.
3. Manage hotel room blocks.
4. Ensure all event details are executed accurately and efficiently.
5. Maintain strong relationships with hotel partners and suppliers.
6. Respond promptly and professionally to member inquiries and requests.
7. Track event budgets, timelines, and project goals and objectives.
8. Prepare event materials, attendee communications, and post-event reports.
9. Travel to event locations as needed to provide onsite coordination and support.

Qualifications:         

1. Previous hotel experience required, preferably in sales, catering, convention services, or event management. Bachelor’s degree a plus but not mandatory.
2. 2 years of meeting, event, or hospitality coordination experience preferred.
3. Strong organizational and multitasking abilities.
4. Results-oriented mindset with the ability to meet deadlines and exceed client expectations.
5. Excellent verbal and written communication skills.
6. Proficiency with Microsoft Office, Excel, Outlook and Google Docs.
7. Ability to work independently and collaboratively as part of a team.
8. Willingness to travel in and out of the state as needed. Some weekend and evening work is required.

Essential Functions: 

1. Ability to communicate in a professional and positive manner with members and staff, both verbally and in writing.
2. Ability to manage multiple tasks and changing priorities while working quickly and accurately.
3. Ability to use a personal computer, telephone, photocopier and various other types of office equipment.
4. Ability to travel to meeting locations.
5. Ability to walk, climb stairs and lift up to 30 pounds on a sustained basis while staffing meetings and other PBA events.
6. Ability to enter registration forms in a timely and accurate manner.  

Reports To: Director of Meetings

Salary Range: $50,000 - $62,000

Term of Employment: Full-time position

Evaluation: Evaluated annually by the Director of Meetings

To Apply: Please send resume and cover letter to: https://secure3.entertimeonline.com/ta/PABAR.careers?CareersSearch=&lang=en-US