Associate Meeting Planner

Location: DC Metro Area

Type: Full-Time

Industry: Non-Profit

Job Summary

Our dynamic non-profit trade association client is looking for an Associate Meeting Planner. The Association has a three-person meetings department who plans and coordinates logistics for thirteen major workshops, an annual conference, quarterly webinars, and various member forums (virtual and in-person).

Under the supervision of the Senior Director of Meetings and Education, the Associate Meeting Planner assists with the development and coordination of logistics for Association-sponsored meetings, educational courses, webinars, and workshops. This position will be the point person for the meeting database data entry and reports, as well as virtual and in-person event registration management and customer service.

Responsibilities include but are not limited to the following areas:

  • Coordination of on-site meeting logistics, including set up of meeting space, registration, audio visual, and oversight of all related events and food/beverage functions
  • Oversees registration including quality control of registration processing and related customer service
  • Reviews and tracks hotel sleeping room blocks for attrition cut offs, cancellations, rooming lists, etc. and provides weekly reports to Sr. Director
  • Develops and manages timelines for event planning committees, including collection of required worksheets, speaker information and agenda/schedules
  • Coordinates the meeting sponsorship and exhibitor logistics including assisting with prospectus planning, contracting with sponsors/exhibitors, and fulfillment of sponsorship items, events and other related benefits
  • Develops sponsorship recognition for website, printed materials, signage and onsite slideshow to ensure compliance with all Continuing Education Accreditation/Recognition Criteria and Standards
  • Creates and prints participant name badges, tent cards, signage and other meeting materials
  • Generates attendee lists, special event tickets, evaluations, and other related reports from meeting database
  • Creates meeting packing checklists, labels, and box contents reports. Prepares and packs meeting supplies for shipment
  • Assist with implementation of the Association’s continuing education programs to ensure compliance with all Continuing Education Criteria
  • Assists Sr. Director with administrative duties
  • Other duties and responsibilities as assigned

Role Requirements & Preferences

  • High degree of professionalism in both demeanor and presentation
  • Bachelor’s degree in the hospitality preferred and/or 1-2 years of related meetings/events experience
  • Self-motivated and works well under pressure
  • Excellent problem-solving and communications skills
  • Outgoing, customer service-oriented attitude
  • Ability to handle shifting activities and multiple tasks simultaneously
  • Strong attention to detail and strong work ethic
  • Proficient with Microsoft Office Products (Word, Excel, Outlook, Teams, and PowerPoint)
  • Ability to learn new technologies and processes quickly
  • Comfortable working closely with a small, close-knit team
  • Travel (approximately 10%) which could include weekends
  • Knowledge of meeting or association industry is preferred
  • Familiarity with iMIS database (or similar platform) is preferred
  • Experience managing webinars and other virtual events/learning platforms is preferred


  • Ability to work remotely portion of the work week
  • 401k & SEP IRA
  • Health, Dental and Vision benefits
  • Free parking
  • Paid leave

The Associate Meeting Planner is perfect for someone with 2-3 years of experience in the meetings industry, or someone who’s looking to get back into the industry after a hiatus.

This role offers a competitive salary and robust benefits package.

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