Meetings & Logistics Coordinator - ZipRecruiter : Job Details

Job Description

OUR PURPOSE

The Association of Women's Health, Obstetric and Neonatal Nurses (AWHONN) is a not-for-profit membership organization that promotes the health of women and newborns. Our mission is to empower and support nurses caring for women, newborns, and their families through research, education, and advocacy.

POSITION SUMMARY

The Meetings and Logistics Coordinator will provide primary administrative support to the meetings department and the Senior Vice President. This role is responsible for coordinating all events, logistical planning, and assisting with day-to-day administrative duties and special projects as needed.

DUTIES & RESPONSIBILITIES

• Serve as liaison and support for the Director, Meetings and Convention Services, and Sr. Vice President with scheduling, preparing for, attending, and following up on meetings.
• Assist the Director of Meetings and Convention Services with assigned convention-related tasks.
• Coordinate the convention shipping and packing process.
• Manage convention ribbon inventory and onsite logistics.
• Assist staff with tracking, coding bills, and preparing check requests.
• Coordinate staff and non-staff travel for all association-related meetings and events.
• Support the lead registration manager onsite at the annual convention and leadership conference; serve as backup as needed.
• Attend local meetings as required.
• Coordinate logistics for all association meetings, focusing on exhibits, tradeshow support, and conventions.
• Perform other duties as assigned.

CONTACTS

Interact with internal and external contacts via phone or in person to obtain or clarify information and provide facts.

SUPERVISION

Reports to the Director, Meetings and Convention Services. Routine tasks are handled independently; guidance is provided for complex or non-routine tasks. Some work may be reviewed during execution.

Requirements

QUALIFICATIONS & REQUIREMENTS

• Bachelor's degree or equivalent experience.
• Minimum of 3 years related experience, preferably in a not-for-profit organization.
• At least 3 years of administrative experience supporting projects and programs, ideally in healthcare, medical association, or professional society settings.
• Proficiency in creating and maintaining databases.
• Strong organizational, administrative, and interpersonal communication skills.
• Analytical skills and resource utilization abilities.
• Ability to prioritize multiple tasks under tight deadlines and remain flexible.
• Ability to work effectively at all organizational levels.
• Proficiency in Microsoft Office applications (Word, Excel, PowerPoint).
• Experience in coordinating and managing projects.
• Ability to work independently and as part of a team.

Benefits

AWHONN is committed to equal employment opportunities and prohibits discrimination and harassment of any kind based on race, color, religion, sex, national origin, age, disability, veteran status, sexual orientation, gender identity, or any other characteristic protected by law.