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

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.