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Meeting Coordinator

Posted: 10/25/2026
Event Planning

The Meetings Coordinator is responsible for planning, implementing and providing support to the Associate Executive Director, Partnerships & Events for the various virtual and in-person events throughout the year to ensure their success. This position is also responsible for maintaining the conference website, event pages and is also responsible for assisting in the creation of content and strategic execution of the association goals and objectives.  Collaborate with team members to ensure organizational goals are met.

ESSENTIAL DUTIES & TASKS

Percent of Time Spent

Task Title

Essential Functions

60%

Virtual Professional Development Program

  • Perform event preparation tasks including developing event reports; maintaining event schedules and agendas; uploading session descriptions; communicating event information to attendees and ordering and preparing materials.

  • Implement all aspects of virtual/webinar speaker participation, including communications, recruitment, deadlines, materials, scheduling and session approvals. 

  • Work with the Associate Executive Director, Partnerships & Events on all event logistics.

  • Troubleshoot and resolve issues that arise regarding presenters or technology.

  • Facilitate and moderate all virtual events & webinars.

  • Create marketing content in collaboration with the Marketing Coordinator and other team members including, but not limited to social media, Constant Contacts and printed materials. 

  • Administer the virtual/webinar programs which includes registration, platform management, marketing and post event processing. 

  • Process, edit and distribute professional development recordings.

  • Develop and compile surveys/evaluations following virtual events to gather attendee feedback.

  • Assist the Associate Executive Director, Partnerships & Events in the development, expansion and continued enhancement of AASPA’s virtual professional development programs.

30%

In Person Professional Development & Event Coordination

  • Perform event preparation tasks including developing event reports; maintaining event schedules/agendas, communicating with presenters, uploading session descriptions; communicating event information to attendees and ordering and preparing materials.

  • Work with Associate Executive Director, Partnerships & Events on event logistics including, but not limited to: menu selection, AV contracting, room sets, BEOs, volunteers, research event décor, promotional items, community service opportunities, entertainment, evening activities and more.`

  • Collaborate with other team members to open and process registrations.

  • Assist with marketing content and materials in collaboration with the Associate Executive Director, Partnerships & Events & Marketing Director to include program books and all printed materials

  • Collaborate with other team members to prepare registration for all professional development programs.

  • Design and maintain websites and event pages for all professional development programs.

  • Assist in all aspects of event registration, including processing, attendee tracking and serving as the primary contact for registration related inquiries for all professional development programs.

  • Create marketing content in collaboration with the Marketing Coordinator and other team members including, but not limited to social media, Constant Contacts and printed materials. 

  • Compile reports and registration data to support event planning.

  • Build and maintain the virtual professional development material index for all professional development programs.

10%

Office Management

  • Answer general calls and/or email inquiries pertaining to organization events.

  • Collaborate to create communications to share event information with organization members.

  • Assist others in the Association with tasks as needed.

The intent of this job description is to provide a representative description of the types of duties and responsibilities required for this position. Employees may be asked to perform other job-related duties as assigned.

Salary $47,000 -$55,000 based on experience. 
Full medical insurance, liberal holiday schedule, tuition reimbursement and PTO.

*NOTE - this is a full-time in-office position (not remote)

TO APPLY:

Please send resume to events@aaspa.org

Job Type: Full Time

Meeting Coordinator
American Association of School Personnel Administrators