Meetings & Events Coordinator

Reporting to the Senior Director, Meetings & Events, the Meetings & Events Coordinator plays a key role in the successful planning, execution, and financial administration of Auto Care Association conferences and events. This position supports the full lifecycle of approximately 6-8 meetings annually, including registration management, attendee engagement, sponsor and exhibitor administration, customer service, hotel management, reporting, and financial reconciliation.

The primary responsibility of this role is to serve as the key registrar and customer service contact for all of Auto Care Association events notably events like the annual AWDA Business & Education Conference and HDAW one-on-one meeting scheduling programs, facilitating the execution of more than 2,000 pre-scheduled business meetings conducted over a two-day period. The position requires exceptional project management, attention to detail, customer service expertise, and the ability to coordinate multiple priorities in a fast-paced environment.

Key Responsibilities

Event Registration, Attendee Services & Financial Administration

• Manage and support all phases of event registration, housing coordination, sponsorship administration, and attendee services for Auto Care Association-owned and affiliated events, including:
• Processing registrations, invoices, payments, and financial transactions associated with meetings and events.
• Serving as the primary point of contact for attendee inquiries regarding registration, accommodations, and event participation.
• Collaborating in the development, testing, and ongoing enhancement of event registration systems and customer-facing event websites.
• Supporting event-related communications and registration marketing campaigns through HubSpot.
• Generating, maintaining, and analyzing event registration, housing, accounting, balance due, and audit-related reports.

Business Events One-on-One Meeting Programs

Serve as the primary external contact and operational administrator for two events, AWDA Annual Business Conference and Heavy Duty Aftermarket Week (HDAW) and their highly successful business meeting scheduling program, including:

• Supporting the customization and configuration of MeetMax scheduling software to align with AWDA program objectives.
• Managing participant registration data and maintaining scheduling databases.
• Guiding companies through the scheduling process and providing training and support regarding meeting preferences and platform functionality.
• Reviewing and evaluating generated schedules for accuracy, effectiveness, and participant satisfaction.
• Developing customized schedules and resolving scheduling conflicts as required.
• Maintaining ongoing communications with participating companies throughout the scheduling cycle.
• Providing onsite support and management of the conference Information Suite during event operations.
• Liaise with internal stakeholders on supporting the goals of each event.
• Managing post-event invoicing, payment collection, and financial reconciliation for all scheduled meetings.

Event Technology & Mobile App Support

Provide oversight and support for the Engagefully mobile event application for multiple conferences annually by:

• Delivering technical support to attendees and event participants.
• Maintaining and updating event content to ensure consistent and accurate attendee experience.
• Assisting in the deployment and management of digital event engagement tools.

Event Production & Onsite Operations

Support the delivery of high-quality event experiences through:

• Coordinating the development, review, and production of badges, signage, conference materials, and attendee communications.
• Preparing and shipping event supplies and materials to meeting venues.
• Managing onsite registration operations and attendee services.
• Providing comprehensive onsite event support for conferences and meetings.
• Supporting the Meetings & Events team with departmental projects and administrative initiatives as needed.

Qualifications

• Strong customer service orientation with a commitment to delivering a high-quality attendee experience.
• Excellent oral and written communication skills, with the ability to build and maintain productive relationships with internal and external stakeholders.
• Demonstrated organizational skills with the ability to manage multiple projects, meet deadlines, and maintain exceptional attention to detail.
• 1 years of professional experience in meetings, events, hospitality, conference management, or a related field preferred.
• Proficiency in Microsoft Office Suite, including Excel, Word, and PowerPoint.
• Experience with association management software, event registration, or database management platforms preferred.
• Ability to work in a hybrid environment with regular presence in the Bethesda, Maryland office.
• Experience within a trade association, professional society, or membership-based organization strongly preferred.
• Ability to lift up to 25 pounds and support the physical requirements associated with event operations.
• Willingness to travel up to 25% to support onsite conference and meeting execution.