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Meeting Coordinator

American Association of Diabetes Educators - Chicago, Illinois


The main function of the Meetings Coordinator position is supporting the operational functions of the Meeting Services department and assisting management with coordination of all AADE meeting details and specifications for the various programs occurring throughout the year including the Annual Conference, Core Concepts Courses, and the Board of Directors meetings. The Meetings Coordinator coordinates details for in-house and organizational meetings, communicates and collects meetings needs, assists with quotes for meeting related vendors, including temporary help, rentals and transportation needs. Other projects and duties as assigned.


Project Responsibilities -

  • Provide event support assistance for AADE Annual Conference including but not limited to:
    • Management of Education Sessions logistics
    • Coordination of event registration activities (for Attendees, Exhibitors, Vendors, Staff, VIPs)
    • Coordinate exhibitor services (registration, housing, service kit, signage, specs, exhibitor website and marketing set up)
    • Coordination of staff, attendee and exhibitor housing activities including collecting certificates of insurance from hotels, managing room blocks and completion of direct bill applications
    • Management of freight shipping including AADE staff shipping needs to/from Annual Conference
    • Coordinate speaker services support, including registration and housing
    • Provide support for various Third Party RFPs (Security, Temporary Staff, Transportation Services, etc.)
    • Assist Meetings Manager with Annual Conference Marketing materials and management of the Annual Conference website
    • Coordinate logistics for various meetings held at Annual Conference such as VIP/Committee Meetings, CB/LNG Meetings, etc.
    • Update and maintain production schedule.
  • Provide event support assistance for in-house and various organizational meetings such as Board of Directors Meetings, VIP/Leadership Meetings, DEAP/DPP Workshops, Bootcamps, and Lifestyle Coach Training including, but not limited to:
    • Coordination of travel and housing needs
    • Catering selection and management
    • Coordination of event registration activities
    • Management of day-of-event meeting logistics
    • Serve as liaison for meeting related vendors
    • Provide support for RFP development
  • Administrative Responsibilities
    • Update and maintain the Meetings Department Master Schedule.
    • Develops and maintains efficient filing system for contracts and other department documents.
    • Responds to daily telephone calls and e-mails from the general department and Education Inboxes.
    • Serves as IT liaison for the Meeting Services department.
    • Assist with department accounting processes, reporting, and internal bill reconciliation.



  • Minimum of 2-3 years previous work experience in professional environment required. Prior work within an educational, association, or not-for-profit environment, or meetings and/or event registration experience preferred.
  • Bachelor’s degree or relevant college courses in related field such as hospitality, business administration, marketing or project management preferred.


  • Excellent organizational skills required.
  • Must be detail oriented, with ability to multi-task and see projects through from start to completion.
  • Excellent communication skills required including written, verbal and interpersonal.
  • Must possess exceptional customer service skills.
  • Must be computer proficient, including Word, Excel, Power Point, and database systems such as Access; with ability to learn Association Management Software (such as iMIS/Avectra) efficiently.
  • Ability to utilize Internet and Social Media tools to support department and organizational communication required.
  • Ability to work both independently and as an effective team member.
  • Ability to proofread and produce work that is accurate and error-free.

PHYSICAL DEMANDS: Nature of work requires an ability to operate standard business office equipment. Requires ability to communicate and exchange information, collect, compile and prepare work documents, set-up and maintain work files. Must be available for occasional day and overnight travel by air and/or automobile. Occasional lifting, up to 25 lbs.

WORKING CONDITIONS: Majority of work performed in a general office environment. Position requires availability for extended hours plus non-traditional hours required to perform job duties. Also requires participation and attendance at organization sponsored events and meetings across the country.


Type of Position: Full-Time Position
Segment of Industry: Meeting & Event Management
Salary: $0.00 / Hour
Hours: Full-Time

Company Information

American Association of Diabetes Educators
200 W. Madison St.
Suite 800
Chicago, Illinois 60606
Contact: . .

How To Apply

To apply, please forward your resume and salary requirements to: 

Attn: Human Resources 
200 W. Madison St. Suite 800 
Chicago, IL 60606 

Application Deadline: 11/18/17

Additional Information

AADE is proud to be an Equal Opportunity Employer. We encourage and support diversity in our workforce.

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Posted: 10/18/17