Meetings and Business Development Coordinator

The American Association for Justice (AAJ) works to preserve the constitutional right to trial by jury and to make sure people have a fair chance to seek justice when they are injured by the negligence or misconduct of others - even when it means taking on the most powerful corporations.

AAJ is seeking a Meetings and Business Development Coordinator for its Meetings and Convention department. The Meetings and Business Development Coordinator is responsible for supporting the meetings and business development teams, while working with colleagues to service the meetings portfolio and business development activities and operations.

Essential duties include:

• Assist with planning and execution of department events and meetings to include coordination with attendees, sponsors, and exhibitors.
• Responsible for inventory, ordering and packing and shipment of event-related supplies for meetings and events.
• Input and update event content, creating and editing event surveys, reviewing event promotional material.
• Track and update event calendars, timelines, task lists and deliverables.
• Serves as primary contact for routine constituent questions via meetings mailbox, responds to email and telephone inquiries in a timely and professional manner. Directs non-routine and non-event related requests to managers, directors or other departments, as appropriate.
• Submits cover sheets and vendor invoices and refunds to accounting and into the accounting information system.
• Set up, maintain, track and record RFP responses for meetings and events and generate accurate reports regarding status of events.
• Assist with signage ordering and proofing for the conventions.
• Coordinate sponsorship confirmations, fulfillment and tracking, including implementation of sponsor benefits, as well as support of financial tracking and reconciliation.
• Update MTiley management system for email templates and sponsorship assets for upcoming conventions and events; coordinate and send sponsorship invoices and/or renewals, updates, and reminders.
• Provide onsite operational support at the Winter and Annual conventions. This includes unpacking shipments, organizing and distributing signage as needed, updating BD onsite checklists, assisting at the registration desk, and executing additional duties as assigned.