Meetings Coordinator

ASTM International is a globally recognized leader in the development and delivery of international voluntary consensus standards. Today, some 12,000 ASTM standards are used around the world to improve product quality, enhance safety, facilitate market access and trade, and build consumer confidence.

ASTM provides an excellent compensation and benefits package including:

* Undergraduate and Graduate Tuition Reimbursement

* Comprehensive medical, dental, vision, life and disability insurance

* Paid holidays, vacation and sick leave

* 403(b) plan with company match

* 100% company-funded defined benefits pension plan

Position Purpose

The Meetings Coordinator is responsible for planning, organizing, and executing a wide range of in-house meetings, external events, Technical and Professional Training (TPT's), independent meetings, committee weeks, and departmental projects. This role ensures seamless coordination of all logistical, technical, and administrative aspects of meetings and events, while maintaining high standards of professionalism and efficiency. The position requires a proactive approach to problem-solving, strong organizational skills, and the ability to manage multiple priorities in a fast-paced environment.

Organization Role

This is an exempt-level administrative and operational support position reporting to the Lead Meeting Manager, Meetings & Special Events. The Meetings Coordinator interacts with multiple departments within ASTM, committee meeting attendees, and external vendors. The role requires a high degree of discretion, independent judgment, and the ability to manage complex logistics.

The position functions as an individual contributor with no direct supervisory responsibilities but may guide and mentor administrative staff as needed.

Responsibilities

1. Lead Administrator for the Meetings Application

• Key/Representative Activities:
  • Set up and manage independent meeting notices in HTML and pre-registration data for the ASTM website, run reports and manage the registration for all meetings.
  • Troubleshoot technical issues with the web administrator, I/T project manager, and other stakeholders.
  • Manage and track a list of system enhancements and communicate updates to meetings staff, Technical Committee Operations (TCO) administrative assistants, and other users.
  • Ensure data accuracy and integrity within the meetings application.
  • Develop and maintain user guides and training materials for the meetings application.

2. Administrator for Meetings Equipment

• Key/Representative Activities:
  • Maintain and manage inventory of meeting equipment (e.g., Independent Committee Meetings LCD Projectors, teleconference phones, CW Trunks, CW Compass Laptop computers, signage trunks/bins, etc.).
  • Order or rent additional equipment as needed and resolve conflicts related to equipment distribution.
  • Test equipment prior to independent committee, symposia, and workshop meetings, and inspect condition upon return.
  • Coordinate with vendors for equipment upgrades and replacements, ensuring cost-effectiveness and timely delivery.

3. Independent Meetings Administration

• Key/Representative Activities:
  • Develop and maintain Request for Proposals (RFPs) for independent and committee week meetings. This involves using the Committee Profiles and interacting with Staff Managers to determine realistic sleeping room blocks, meeting space requirements, and special activities for each meeting.
  • Compile and review contract packages, ensuring compliance with ASTM's requirements and appropriate contract language.
  • Review meeting schedules against contracted space and resolve conflicts.
  • Negotiate contracts with hotels and vendors for meeting-related equipment and services.
  • Review and approve Banquet Event Orders (BEOs), ensuring financial and logistical accuracy.
  • Conduct post-meeting follow-up, including final data entry, hotel billing, and distribution of meeting statistics with recommendations for revisions to Committee Profile or Meeting RFP.

4. D02 Committee Weeks Meetings Administration

• Key/Representative Activities:
  • Serve as the Lead Administrator for D02 Committee Week Meetings and provide support for other committee weeks as needed.
  • Review submitted schedules against the committee meeting profile and bring any conflicts to the Meetings and Staff Manager's attention
  • Review and proofread meeting materials, including charts, schedules, BEOs, A/V requirements, signage, and welcome letters.
  • Manage VIP reservations, ensuring Board and Officers are accommodated in the main meeting hotel.
  • Coordinate with hotel convention services for room assignments, changes, and other meeting logistics.
  • Oversee the shipment of meeting materials, including coordination with shipping companies, delivery to the hotel, and inventory management.
  • Act as the on-site meetings support lead or emergency backup for the Meetings Manager or traveling administrative assistants.

5. In-House Meetings Administration

• Key/Representative Activities:
  • Post and manage the in-house meeting schedule on the lobby monitor.
  • Coordinate and prepare agendas for monthly in-house operations meetings.
  • Prepare and post door signs for in-house meetings.
  • Serve as the backup In-House Meetings Manager, handling meeting space assignments, special setups, food orders, transportation, and registration area maintenance.
  • Monitor in-house meeting activities and ensure all audiovisual, food & beverage, cleanliness, service and logistical needs are met.

6. Special Events, BoD, Global Cooperation, Executive & International Meetings Administration

• Key/Representative Activities:
  • Develop RFPs and research potential locations for special events, Board of Directors (BoD) meetings, and international meetings & symposia.
  • Prepare detailed grids listing hotel/venue availability, pricing, and features for stakeholders.
  • Request detailed Proposals and/or Contracts from Hotels and Venues.
  • Coordinate housing, meeting space, audiovisual needs, food and beverage, transportation, and other special requirements.
  • Assist the Director of Meetings with pre-event management, post-event reporting, and master account reconciliation.
  • Organize and coordinate the Global Cooperation Roadshow, including housing, meeting management, and budget estimates.
  • Assist Director of Meetings with any needs including draft/distribute invitations, manage RSVPs, post event data reporting and analysis, and coordinate with stakeholders for executive and international meetings.

Minimum Requirements

• Education: High School Diploma (some college coursework preferred).
• Experience: 3-5 years of experience in meetings coordination, event planning, or related administrative roles.
• Technical Skills: Proficiency in Microsoft Office Suite (Word, Excel, SharePoint, Teams), HTML, and relational databases.
• Travel: Willingness to travel 15-20% of the time.

Preferred Qualifications & Competencies

• Communication: Exceptional verbal and written communication skills, with the ability to interact professionally with stakeholders at all levels.
• Organizational Skills: Strong ability to manage multiple projects, prioritize tasks, and meet strict deadlines.
• Collaboration: Demonstrated ability to work collaboratively across departments and with external vendors.
• Technical Proficiency: Advanced knowledge of event management software (e.g., Cvent), CRM systems, and web-based registration tools.
• Problem-Solving: Ability to troubleshoot technical and logistical issues independently.
• Attention to Detail: High level of accuracy in data entry, contract review, and event coordination.
• Customer Service: Strong customer service orientation with the ability to anticipate and meet the needs of meeting attendees and stakeholders.
• Cultural Awareness: Experience working with international stakeholders and understanding of cross-cultural communication.
• Budget Management: Experience managing budgets for meetings and events, including cost tracking and reconciliation.
• Audiovisual Knowledge: Familiarity with audiovisual equipment and setup for meetings and events.
• Project Management: Ability to create and manage project timelines and Gantt charts.
• Crisis Management: Experience handling on-site event emergencies and resolving issues quickly.
• Event Management: Prior experience managing meetings and events in a hotel, conference center or catering venue is a plus.

This job description is not intended to provide an all-inclusive listing of related job activities. Associates may be requested by management to perform other related activities in place of or in addition to those representative activities noted in this job description.

ASTM International is an Equal Opportunity / Affirmative Action Employer Minorities/Females/Disabled/Veterans.