Coordinator, Meetings in Alexandria, Virginia at American Association Of Airport Executives

The Meetings Coordinator supports the successful planning and execution of AAAE’s conferences, seminars, workshops, and other events serving airport professionals nationwide. Reporting to the Director or Senior Manager of Meetings, this role handles a wide range of logistical, administrative, and customer service tasks that contribute to the seamless delivery of high-quality, mission-driven events.

The Meetings Coordinator will collaborate with internal teams, vendors, members, and other stakeholders to uphold AAAE’s standards of excellence and ensure a positive event experience for all participants.

Key Responsibilities

Event Logistics & Coordination

• Assist with pre-event planning, including preparing materials, tracking deadlines, and confirming event details
• Support coordination of hotel room blocks, audio-visual requirements, catering, transportation, and other logistical elements
• Maintain detailed project timelines and track progress toward event milestones

Registration & Attendee Support

• Manage attendee registration processes, including data entry, payment tracking, and responding to registration inquiries
• Prepare and distribute confirmation emails, badges, rosters, and related materials
• Provide excellent customer service to attendees before, during, and after events

Vendor & Partner Support

• Communicate with vendors, speakers, and exhibitors to confirm participation details and requirements
• Assist with coordinating exhibitor move-in, shipping, and onsite support
• Help track sponsor deliverables to ensure fulfillment

On-Site Event Support

• Support on-site execution, including registration desk staffing, signage placement, and room set-up
• Troubleshoot participant or vendor issues in real time with professionalism and a solutions-oriented mindset
• Assist with post-event tear-down, inventory, and packing

Reporting & Administrative Tasks

• Maintain accurate files, contact lists, and records for each event
• Contribute to event evaluations and post-event reports
• Assist with invoicing, expense tracking, and reconciling event budgets

Required Qualifications

• Some experience in event coordination, hospitality, customer service, or a related field, preferably within an association or nonprofit environment
• Strong organizational skills and the ability to manage multiple tasks and priorities
• Excellent written and verbal communication skills
• Strong attention to detail and accuracy
• Ability to work effectively as part of a team in a fast-paced environment
• Proficiency in Microsoft Office; familiarity with event registration systems or databases is a plus
• Bachelor’s degree in hospitality, business, communications, or a related field preferred

Mission Alignment

The Coordinator of Meetings supports AAAE’s mission by ensuring events are professionally delivered, well-organized, and valuable to members and attendees. Through excellent coordination and customer service, this role helps AAAE advance the professional growth, collaboration, and success of airport professionals nationwide.