Meeting Coordinator at AASA, The School Superintendents Association – Alexandria, VA, Virginia

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.

QUALIFICATIONS

Education and Certification

• Associate’s or Bachelor’s degree in hospitality management, event management, business administration, communications, or a related field required.
• An equivalent combination of education and extensive relevant experience may be considered.

Experience

• Minimum of two (2) years of professional experience in event coordination, hospitality, administrative support, or office operations.
• Experience in an office-based, customer-facing, or logistics support role required.
• Exposure to meeting planning or event logistics preferred.

Skills and Competencies

• Strong organizational skills with high attention to detail.
• Ability to manage multiple tasks and shifting priorities.
• Professional, customer-service-oriented communication skills.
• Comfort working in an office environment with regular in-person interaction.
• Proficiency with Microsoft Office applications; ability to learn event and association management systems.
• Willingness to learn and grow into increased meeting planning responsibility.

ADDITIONAL REQUIREMENTS

Physical Demands

• Regular use of standard office equipment, including desktop and laptop computers, video conferencing platforms, and other digital collaboration tools.
• Ability to remain in a stationary position for extended periods and move about to access files, attend meetings, and interact with colleagues.
• Occasional lifting of materials or equipment up to 25 pounds may be required.

Work Environment

• AASA operates as a primarily remote organization; however, this position has a required in-office presence.
• Ability to work evenings and weekends as required to support meetings, conferences, and event execution.

Travel Requirements

• Frequent travel is required including extended hours during conferences, meetings, and award events.
• Travel may include overnight stays, weekends, and varying time zones.