The National Association for College Admission Counseling (NACAC) has an opening for the position of Conference and Meetings Coordinator in the Conference and Meetings Department. The coordinator functions as an essential team member supporting the department’s responsibilities for coordinating the logistical activities for multiple national and/or regional meetings convened by NACAC. Meetings range in size from 5 to 8,000 participants. The conference and meetings coordinator will work with the conference team on meeting execution to ensure that assignments are delivered on time, within budget, and at a consistent level of quality.

NACAC is an education association of more than 15,000 postsecondary and secondary schools, organizations, counselors, and college admission and financial aid officers that work with students as they make the transition from high school to postsecondary education. NACAC offers competitive compensation, an excellent benefits & retirement package, and a convenient location near the Clarendon metro station in Arlington, Virginia. 

RESPONSIBILITIES: 

• Perform regular administrative duties for the department’s programs and events, such as preparing correspondence, marketing and informational documents, invitation letters, thank you letters and various communications to speakers, participants, and vendors; organizing meetings; photocopying, scanning, and filing; preparing meeting materials, mailings, spreadsheets, checklists, PowerPoint templates, and presentations; organizing and maintaining member committees’ online Web portals; and responding to email, telephone, mail, and fax inquiries in a professional, courteous, and customer-centric manner.
• Maintain departmental calendar of tasks, special projects, and assignments and informs parties of upcoming deadlines. Maintain shared references/resources for conference team.
• Support conference publicity and outreach activities, including social media advertising/updates, broadcast email creation and dissemination, creating marketing flyers, mailings, making follow-up phone calls, and responding to public inquiries.
• Create vendor requests for proposal (RFPs) and summarize service vendor bids.
• Create Request for Proposals (RFPs), distribute to appropriate properties, evaluate and summarize bids, perform site visits if necessary, and initiate and negotiate contracts for all meetings held in or near the NACAC office; including multiple board meetings and annual committee meetings.
• Maintain national conference volunteer lists and works with Local Advisory Committee on development of a master volunteer scheduling system for each subcommittee.
• Maintain and review CCF and ACF lists. Coordinate booth signs with decorator in planning stages. Assist with onsite coordination of CCF and ACF setup.
• Coordinate posting of all conference- and meetings-related items (and specifically the national conference’s content) to the NACAC website, ensuring consistency with NACAC style and formatting.
• Retrieve and organize information from association customer relationship management (Salesforce) database for department’s use, and coordinate the generation of meeting reports (weekly).
• Maintain housing lists, as requested.
• Maintain meeting registration data, as requested.
• Maintain event lists and communication with outside parties interested in holding events as part of the national conference.
• Assist with compiling content, editing the conference Program Book, and acting as department traffic manager to keep content and editing on track.
• Pack and ship on-site materials and supplies to meeting facility and unpack and file excess materials once returned.
• Provide front desk coverage and phone duty as assigned.
• Perform other duties as assigned.