Meeting Coordinator

WHY JOIN AASA

AASA is the national organization representing over 13,000 school system leaders who serve millions of students across the country. Through the Public Education Promise, AASA is helping districts reimagine what success looks like for every learner and how systems support that vision.

Joining AASA means being part of a mission-driven team that values collaboration, innovation, and service.  The Meetings Coordinator is a dynamic, entry-level role that supports event planning, as well as day-to-day office operations.  In this position, you'll support both our Meetings Team, helping bring national events and convenings to life - and our in-office management team, ensuring smooth, efficient operations behind the scenes.

SUMMARY 

The Meetings Coordinator supports the planning and execution of AASA meetings by providing logistical, administrative, and on-site coordination support. This role supports event preparation, documentation, and execution while also providing front desk and reception coverage as needed to support daily office operations. The Meetings Coordinator plays a critical role in ensuring meetings run smoothly through strong organization, responsiveness, and attention to detail. 

ESSENTIAL FUNCTIONS 

Meeting & Event Coordination Support 

• Supports logistics preparation for meetings, conferences, and events. 
• Assists with meeting documentation, timelines, checklists, vendor communications, and internal coordination. 
• Supports speaker, attendee, and vendor communications under the direction of meetings leadership. 
• Provides on-site support for meetings and conferences, including registration assistance, room setup support, and logistics troubleshooting. 

Administrative & Office-Based Support 

• Supports meeting-related data entry, tracking, and file management to ensure accurate records and historical documentation. 
• Assists with post-event follow-up, surveys, and internal reporting. 
• Coordinates shipping, materials preparation, signage support, and on-site supplies for meetings and events. 

Front Desk & Reception Coverage 

• Provides front desk and reception coverage as needed, including greeting visitors, answering phones, and managing incoming deliveries. 
• Supports daily office operations by coordinating room scheduling, visitor access, and general office logistics during assigned coverage times. 
• Serves as a reliable on-site presence to support staff, visitors, and vendors.