Meetings and Logistics Coordinator


: $64,580.00 - $104,060.00 /year *

Employment Type

: Full-Time


: Advertising/Marketing/Public Relations

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For more than 75 years, the League of American Orchestras ( has led, supported, and championed America's orchestras and the vitality of the music they perform. The only national organization dedicated solely to furthering the orchestral experience, the League is committed to furthering field innovation and learning, as a response to socio-demographic, technological and cultural change.

Today, the League's serves a diverse membership of more than 2,000 organizations and individuals across North America, from world-renowned orchestras to community groups, from summer festivals to conservatories, and youth ensembles. Thanks to the League, these organizations and the managers, artists, trustees and volunteers who work with them convene at conferences and events; are inspired by the award-winning Symphony magazine; and benefit from vital industry reports, leadership programs and grant opportunities.

Position Summary:

The Meeting and Logistics Coordinator is an early career (6 mos -2 years experience) role which demands extensive customer service skills, a high level of professionalism and willingness to handle all planning and administrative details of meetings and events. The ideal candidate must thrive in a challenging and fast-paced atmosphere where prioritizing and multi-tasking are the norm. Exceptional attention to detail and first-class organizational skills are mandatory. This dynamic position will report to the Director of Conferences and Business Engagement and will work in a team environment to produce events, meetings, and additional projects as required.

Roles and Responsibilities:

  • Work on large-scale conferences, field-wide professional development gatherings, board meetings, and a variety of other programmed events for the Association.
  • Work with Association Executives on preparation of speaker agreements, digital management of contracts, speaker bios and headshots, session descriptions, handouts, RFPs, etc.
  • Coordinate event logistics and services, including technology and equipment needed to run the event, food, drinks, onsite transportation, and more
  • Send and track correspondence with speakers and sponsors/exhibitors
  • Assist with the coordination and creation of event publications and syllabus materials.
  • Coordinate all planning meetings for conferences and other convenings with staff: draft agendas; take and circulate minutes
  • Coordinate travel, lodging, and expenses for participants traveling to meetings
  • Create and manage budgets and collection of registration information for events
  • Assist with the creation of event materials and signage
  • Oversee meeting preparation, supplies ordering, and packing/shipping of event materials
  • Staff events as required including occasional travel to regional and national meetings
  • Manage and coordinate use of on-site meeting spaces, serving as primary contact for members or other organizations using Association spaces.
  • Provide back-up and catering support as requested.
  • Data entry and daily administrative functions
  • Create invoices and receipts as requested; track expenses for event budget reconciliation
  • Other duties as assigned

The above statements are intended to describe the general nature and level of work being performed by the individual(s) assigned to this position. They are not intended to be an exhaustive list of all duties, responsibilities, and skills required.

Required Qualifications:

  • 6mos -2 years professional meeting experience (nonprofit or association experience preferred)
  • Innovative and resourceful; actively seeks opportunities to improve meetings and events
  • Experienced at negotiating and building partnerships with vendors
  • Exceptional client service skills and enjoys working with the public
  • Strong time management skills and ability to manage concurrent tasks efficiently
  • Superior attention to detail; first class organizational skills
  • High energy, positive, professional attitude, pride in work product
  • Strong computer skills to include: Microsoft Office products, and experience using Salesforce or other CRM databases
  • Excellent written and verbal communication skills
  • Great team member: willing to roll up your sleeves and pitch in to help your colleagues when needed
  • Availability to work some evenings and weekends as needed and up to 4 weeks of travel annually

Preferred Qualifications:

  • A Bachelor's degree in hospitality management or a related major, or equivalent work experience.
  • An interest in working towards a Certified Meeting Planner(CMP) designation


To be considered, all candidates MUST send resume, cover letter and salary requirements to Stephen Alter, Director of Conferences and Business Engagement at No calls please. Keywords: Meeting Coordinator, Location: New York, NY - 10023 * The salary listed in the header is an estimate based on salary data for similar jobs in the same area. Salary or compensation data found in the job description is accurate.

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