MEETINGS COORDINATOR

POSITION SUMMARY

The Association for Community Affiliated Plans (ACAP) seeks a part-time Meetings Coordinator to provide support for the administrative department’s conference and events functions. Reporting to the Conference and Events Director, this position will assist in the planning and execution of conferences and events hosted by ACAP.

The successful candidate will excel in maintaining effective communication and possess strong organizational and interpersonal skills. This role requires a detail-oriented individual capable of thriving in a dynamic work environment with the ability to work independently under general supervision.

PRINCIPAL DUTIES AND RESPONSIBILITIES

The responsibilities of the Meetings Coordinator will include:

Conference and Events Coordination

• Assist in the planning and execution of events such as conferences and workshops.
• Attend and provide onsite support for ACAP hosted conferences including registration desk support, setup/tear down/packing of materials and general event assistance.
• Serve as onsite liaison at select out-of-town ACAP hosted conferences, providing logistical and administrative support.
• Craft and manage email communications for conference attendees, including announcements and reminders.
• Maintain and update registration sites and web pages related to meetings, assisting in the generation of registration reports.
• Collaborate with communications team to contribute to the design and development of conference mobile apps.
• Keep event timelines current and accurate.
• Maintain ongoing communication with event speakers and presenters, coordinating logistical details, letters, travel arrangements, and collecting presentations.
• Develop event participant directories, badges, and other registration materials for meetings.
• Collect and assemble materials for participant folders.
• Support the VP of Communications in posting meeting content to ACAP’s website.
• Monitor ACAP’s meetings email folder, ensuring timely responses to inquiries.
• Address member inquiries and resolve concerns in a timely manner.
• Other tasks as assigned.

QUALIFICATIONS/SKILLS & KNOWLEDGE REQUIREMENTS

• High school diploma or equivalent or higher.
• Minimum of two (2+) years of nonprofit and administrative experience required. Experience in meeting coordination and logistics, preferred.
• Strong proficiency in Microsoft Office Suite with an ability to become familiar with organization-specific software.
• Experience hosting meetings via both Zoom and Microsoft Teams.
• Familiarity with meeting management and mobile app software preferred, Aventri knowledge desired. Prior use of association or contact management software, MemberSuite and Informz, a plus.
• Excellent organizational and project management skills, with strong attention to detail. Previous experience in logistics, data analysis, and administrative support is required.
• Ability to travel to 1-3 events annually.
• Ability to efficiently multi-task and adapt to changing priorities in a fast-paced environment. Comfortable working independently with guidance and in a team environment.
• Excellent written and oral communication abilities.
• Possession of exceptional interpersonal and customer service skills. Ability to establish, maintain, and foster positive and effective working relationships with those contacted in the course of performing duties and responsibilities. Must exhibit high levels of professionalism.
• Exceptional written and verbal communications skills with ability to effectively interact with diverse members and participants.

ADA SPECIFICATIONS

• This position frequently operates in a professional office environment. The role routinely uses standard office equipment such as computers, phones, photocopiers and filing cabinets.
• This position requires continuous walking, standing and moving about.
• Ability to lift up to 25 pounds.
• Ability to travel both locally and overnight.

EXPECTATION FOR ALL EMPLOYEES

Successful candidates will support the organization's mission, vision, and values by exhibiting the following behaviors: excellence and competence, collaboration, innovation, professional demeanor, accountability, and ownership.

ORGANIZATIONAL INFORMATION

ACAP is a national trade association which represents nonprofit and community-based Safety Net Health Plans. Collectively, ACAP plans serve more than 25 million individuals enrolled in Medicaid, Medicare, Marketplace, and other public health coverage programs. ACAP’s mission is to strengthen not-for-profit Safety Net Health Plans in their work to equitably improve the health and well-being of people with limited resources or significant health needs.

COMPENSATION AND BENEFITS

The pay offered to a successful candidate is competitive and determined by various factors, including education, work experience, job responsibilities, and ACAP’s practice of upholding salary equity within the organization. The pay range for the Meetings Coordinator is $22 to $30 per hour. Opportunity for full-time employment based on performance and company needs.

ACAP provides a comprehensive benefits package to employees, subject to eligibility.

• Paid time off
• 401(k) retirement plan
• Parental leave
• Training & development

Reports To: Director, Conference and Events

Employment Type: Part-time, on-site (approximately 15 to 30 hrs./week)

FLSA Status: Non-Exempt

Revision Date: New position

Work Authorization: Must be able to legally work for ANY employer in the U.S. without sponsorship.

Location: The position is located in Washington, DC., in person. Occasional domestic travel (less than 10%).

Please submit resume and cover letter by February 7, 2025 to:

ACAPjobs@communityplans.net

Put “Meetings Coordinator” in the subject line.

No phone calls. No staffing agencies or placement firms.

ACAP is an equal opportunity/affirmative action employer. All qualified applicants will receive consideration for employment without regard to race, sex, religion, national origin, or any other characteristic protected by law.