Meetings, Exhibits & Sales Coordinator

Gerontological Society of America

1101 14th Street NW, Washington DC 20005, The Gerontological Society of America (GSA) is seeking an individual for our Meetings, Exhibits & Sales Coordinator position to aid in the planning, management, and execution of the organization’s annual meeting and other events. Additionally, this position will assist on the aspects related to exhibit, advertising, and sponsorship sales, support, and reporting.
In your meeting logistics role, you will support all aspects of the planning, implementation, management, and on-site execution of the GSA Annual Scientific Meeting (4,000 attendees); including, but not limited to: participate in the development and review of all meeting-related collateral. Assist in production of RFP’s, reviewing of proposals, and managing vendor contracts. Assist in the development of meeting specifications, banquet event orders, and all other logistical considerations. Assist in managing the mobile application and itinerary planner for attendee use. Manage Affiliate and Interest Group meeting space requests. Manage the Pre-Conference Workshop application and review processes and etc. And you will support the planning, implementation, and management of other GSA meetings. Assist with the development of department budgets. Serve as the primary customer service agent for the meetings department.
Additionally for exhibits, you will support all aspects of the exhibit sales and process such as development of the sales database, outreach, processing of contracts, general correspondence, and reports. Support all exhibit hall events and coordination. Assist in the development of the exhibitor publications to include the exhibitor prospectus and the promotional and logistics material, and content and messaging for the exhibit’s sections of the website, app, and other materials.
Finally for advertising and sponsorship sales, you will support all aspects of the advertising and sponsorship sales process such as development of the sales database, outreach, processing of agreements, fulfillment of deliverables, correspondence, and budget tracking and reporting. Assist in the development of content and messaging for the advertising and sponsorship sections of the website, app, and other materials. Maintain existing sales relationships for the annual meeting and support the development of new connections to grow revenue. Collaborate with various departments to develop sponsorship opportunities for various projects and member benefits.
You must conduct the highest customer service standards possible in responding to inquiries, requests, and comments from members, customers and potential supporters. Follow all policies, processes, and procedures to ensure a high degree of timely and effective customer service, logistics and sales standards. Participate and support activities that focus on creating an internal atmosphere of customer service. Assist with the preparation and tracking of projects, operating budgets, activity reports. Special projects as assigned. Some travel may be required (e.g., GSA annual meeting and other meetings). GSA is seeking an individual with 3-5 years of non-profit and professional meetings and exhibits experience. Highly detail-oriented and enjoy working with data. Strong project management skills. Results focused. Member and customer focused. Curious and wants to learn. Ability to manage/coordinate multiple administrative tasks simultaneously. Thrives learning new technology. Discipline to work in the office and remotely. Excellent writing, speaking, and interpersonal skills. Ability to collaborate effectively across organizational lines. Must possess an intermediate working knowledge of Microsoft Office products including Word, Excel, and PowerPoint, and AMS or database experience required.
Knowledge of Association Management Information Systems (preferably Clear Vantage).
Gerontological Society of America (GSA) — the nation’s largest interdisciplinary organization devoted to the field of aging — joins in solidarity with the movement to condemn the entrenched racism undermining American society and promote equal rights for all. GSA is an employer that pledges to not discriminate against employees based on race, color, religion, sex, national origin, age, disability or genetic information.
Include a cover letter along with your resume submission. Salary range $55-$60K. A DC office location with hybrid work position.


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