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About The Position
The Area Meeting Coordinator is responsible for the planning, coordination, and execution of the Association’s budgeted Area Meetings program, which includes regular networking and informational meetings held across approximately 18 locations throughout the Dallas–Fort Worth metroplex. These meetings are designed to foster member engagement, support local networking, and provide timely market insights and industry updates.
Requirements
- High school diploma or equivalent required; associate degree or higher preferred.
- 2–4 years of experience in event coordination, member engagement, volunteer coordination, association operations, or a related field.
- Proficiency in Microsoft Office Suite and event management software.
- Strong organizational and coordination skills with the ability to manage multiple meetings across different locations.
- Must be able to legally work in the United States without sponsorship.
Nice To Haves
- Experience working with volunteer leaders or committees preferred.
Responsibilities
- Plans, coordinates, and executes the Association’s recurring Area Meetings program across multiple locations in accordance with the approved annual budget and schedule and maintains accurate records of meeting locations, schedules, speakers, and volunteer assignments.
- Serves as the primary staff contact for volunteer Area Meeting Representatives, providing guidance, support, and coordination to ensure successful meetings – works with volunteer representatives to identify meeting locations, confirm dates and times, and coordinate speakers or program topics.
- Coordinates speaker participation, including confirming availability, communicating expectations, and supporting content or topic alignment as needed.
- Attends Area Meetings as assigned to provide staff presence, support speakers, facilitate announcements, and assist with onsite logistics, or coordinates internal staff attendance for Area Meetings when unable to attend personally, ensuring Association representation and consistent messaging.
- Works with the Events team and external venues to confirm meeting space, setup needs, audiovisual requirements, and food or beverage arrangements as applicable.
- Coordinates meeting details and timelines with the Communications team to support promotion through email, website, and other communication channels.
- Prepares meeting materials such as agendas, sign-in sheets, announcements, and speaker information; ensures materials are distributed and available as needed.
- Tracks attendance, participation trends, and meeting feedback to support program evaluation and continuous improvement.
- Supports consistency across Area Meetings while allowing flexibility to reflect local market interests and needs.
- Performs other related duties as assigned by the Events Manager or Events Senior Manager.
