Career Center

Meeting & Events Coordinator 

The Meeting & Events Coordinator will provide coordination and administrative support of the day-to-day programmatic and logistical operations for the team, including providing support for current and future NAIS events. This versatile role will be responsible for ensuring the quality of pre-meeting preparation, on-site logistics, and registration. 

Responsibilities 

• Works with the VP of Events Logistics and Team, in coordinating the execution and delivery of all NAIS events, to include, in person, hybrid, and Virtual large conferences, institutes, workshops, and other meetings 
• Helps to coordinate the workshop submission and review process for programs such as the NAIS Annual Conference and the People of Color Conference.    
• Serves as a responsive and welcoming point of contact for questions and issues related events.  
• Works with the VP of Events Logistics and Team to establish registration business rules, set-up requirements/timelines, and maintain registration pacing and status reports. 
• Supports the VP of Events Logistics and Team in facilitating the keynote speaker process, including researching contact information, coordinating speaker follow-up, and tracking the status of speaker materials and travel.  
• Researches and coordinates the distribution of staff uniforms and/or attendee giveaways.  
• Assists with setting up a virtual conference platform and cross-checking details in preparation for launch. 
• Maintains current knowledge of event planning standards and trends by attending seminars, consulting with other professionals, and reading trade publications. 
• Performs other duties as assigned. 

Qualifications 

• Bachelor’s degree preferred  
• One to three years of experience preferred in administrative or coordinator positions, preferably in a nonprofit environment  
• Ability to communicate, and execute different tasks  
• Ability to handle multiple tasks/activities simultaneously while maintaining quality  
• Ability to work independently while still being an effective, contributing team member  
• Proficiency in Microsoft Office Suite; able to adapt and learn new software and web-based systems  
• Proficiency with using Zoom for interactive programming  
• Excellent customer service skills      
• Strong written, oral, and interpersonal communication skills 

 Competencies 

• Customer Service:  
  • Committed to increasing customer satisfaction, sets proper customer expectations, assumes responsibility for solving customer problems, ensures commitments to customers are met.  
• Cultural Competency:  
  • Possesses the cultural awareness, knowledge, skills, and disposition necessary to communicate effectively with a wide range of diverse constituents, help identify, develop, and support programs, products, and services that are responsive to their unique needs. 
• Communication: 
  • Understand and communicate effectively with others using a variety of contexts and formats, which include writing, speaking, reading, listening and interpersonal skills.  
• Dependability: 
  • Meets commitments, works independently, accepts accountability, handles change, sets personal standards, stays focused under pressure, meets attendance/punctuality requirements. 

Position Attributes 

• HR Role: Individual Contributor 
• Status & Classification: Regular, Full-time, Exempt 
• Business Unit: Event Logistics 
• Supervisor: VP of Event Logistics 
• Location: Washington, DC, currently remote 
• Physical Requirements: Some physical activity required for events. Need to be able to lift 30 pounds. 
• Travel: Some travel  

The National Association of Independent Schools (NAIS) provides equal employment opportunities (EEO) to all employees and applicants for employment without regard to race, color, religion, gender, sexual orientation, gender identity or expression, national origin, age, disability, genetic information, personal appearance, marital status, family responsibilities, political affiliation, matriculation, or status as a covered veteran in accordance with applicable federal, state and local laws. Disclaimer: This document describes the position currently available. It is not an employment contract. NAIS reserves the right to modify job duties or job descriptions at any time, as determined by the needs of the organization.