Career Center

Position Description

Position Title: Meetings & Events Coordinator
Reports To: Senior Director of Meetings

Position Summary

The Meetings & Events Coordinator is a pivotal role at Destinations International and contributes to the day-to-day planning of the association’s education programs, conferences and events, including face-to-face, virtual and hybrid. This position will work closely with the Senior Director of Meetings to develop planning, logistical, and budgetary strategies. This position will be an integral part of the events team, helping to ensure conferences, meetings and events achieve organizational goals and objectives.

Roles and Responsibilities

• Oversee and manage event setup/registration process in Impexium (CRM).
• Manage housing process by creating master room list, monitoring pick up and making adjustments as necessary with venue.
• Monitor and respond promptly to member requests for service and assistance within events inbox for all event related inquiries.
• Assist with RFP process to include distributing RFPs, collecting proposals and creating proposal summaries.
• Serve as a contact for logistical support with suppliers and staff for events.
• Provide administrative support to the events team which includes ordering event supplies, researching venues, making reservations, special projects, etc.
• Support committees and leadership projects, in particular the Planner Influencer Board and Convention Sales & Services Committee.
• Manage packing/shipping process for all conferences, meetings and events.
• Liaison with the marketing department to design/create name badges/tent cards for all conferences, meetings and events.
• Adept at understanding various online virtual event platforms and the main features of a virtual platform.
• Attend industry seminars and read industry publications to keep up to date on industry trends.
• Contribute to our safe, healthy, positive and harmonious work culture and environment.

Time Focus

The majority of focus for this position is spent on:

• Registration: 25%
• Housing: 25%
• Administrative: 25%
• Operations: 25%

Other Duties

Please note this position description is not designed to cover or contain all activities, duties or responsibilities that are required of the team member for this position. Duties, responsibilities, and activities may change at any time with or without notice. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Expected Competencies

• Detail Oriented
• Organized
• Creative/Forward-Thinking
• Critical Thinking/Problem Solving
• Teamwork/Collaboration
• Adaptable/Nimble
• Professionalism/Work ethic
• Trustworthy, reliable and ethical
• Communicates clearly, both verbally and in writing
• Ability to thrive in a fast-paced environment
• Ability to manage multiple priorities simultaneously
• Ability to meet scheduling requirements and maintain an excellent attendance record

Desired Education and Experience

• 4-year degree
• 3+ years of experience in the field
• Certified Meeting Professional (CMP) preferred
• Digital Event Strategist (DES) preferred
• Prior DMO/CVB, Association or other travel and tourism experience preferred

Supervisory Responsibility

This position is not responsible for supervising team members in the Meetings department.

Work Environment

The person in this position operates in an office setting. This role routinely uses standard office equipment including but not limited to computers, phones, copiers, and filing cabinets.

Physical Demands

This is largely a sedentary role with extended time sitting at a desk and working on a computer. Some filing is required. This position requires the ability to lift files, open filing cabinets and bend or stand as necessary

Position Type/Expected Hours of Work

This is a full-time position. Office hours of work are Monday through Friday, 8:30 a.m. to 5:30 p.m. Evening and weekend work or participation in events that occur after hours or attendance at events and conferences is expected.

Travel Expectation

This position may require up to 25% travel time outside of Washington, DC.

Destinations International offers a comprehensive benefits package including paid time off (PTO), paid holidays, 401k plan and health, dental, vision, life, and long-term disability insurance coverage.