Meetings & Events Coordinator

Reports to: Meetings & Events Manager 

Interested Candidates Should Apply via Email to:
Human Resources
careers@convenience.org 

NACS, the Association for Convenience and Fuel Retailing, is seeking a highly organized, team-oriented and customer service focused Meetings & Events Coordinator to join our team. This role will play an essential part in the planning, coordination, and execution of our meetings, events, and NACS Show.  This position will collaborate with both internal departments and external partners to ensure that all logistics are handled smoothly and efficiently for all events.  

The ideal candidate for this position is passionate about meetings and events, driven, and naturally curious. They will be detail-oriented, eager to learn, and skilled at problem-solving. Excellent written and verbal communication skills, flexibility, and a proactive, can-do attitude are essential for  success in this role.   

Responsibilities

As a key member of the Meetings team, this individual will provide overall support to the team and other individuals of NACS staff. Key responsibilities include: 

  • Manage and/or support all logistics for meetings and events, including but not limited to, venue selection, vendor management, hotel reservations, transportation coordination, restaurant and menu selection, event seating arrangement, and audio-visual setup. Ensure all pre- and post-event details are coordinated effectively.
  • Oversee the full registration process for assigned NACS meetings. This includes managing and/or supporting registration build, reporting, invoicing, inventory management, VIP registrations, badging, etc.
  • Provide exceptional customer service to both external clients and internal staff. Address inquiries related to event logistics, registration, and any other event-related concerns via phone and email. Ensure prompt and professional service.
  • Manage the production of print collateral (e.g. signage, tent cards, badges production, meeting handouts), ensuring all materials are prepared and delivered on time for events.
  • Manage the ordering and inventory of all event-related materials and supplies, including ribbons, badge holders, badge stock, etc. Ensure that all items are stocked and available for each event.
  • Maintain meetings & industry calendars and timelines
  • Manage the logistics of shipping procedures for all NACS Meetings, including both domestic and international.
  • Provide hands on support during meetings. Coordination of setup, ensuring proper room layouts, managing signage, and coordinating catering.
  • Perform additional job-related responsibilities, as assigned, demonstrating flexibility and expertise.

Requirements

  • Bachelor’s degree preferred
  • Excellent interpersonal and cross function collaboration skills
  • Strong verbal, and written communication skills
  • Ability to manage multiple projects simultaneously while maintaining attention to detail and meeting deadlines
  • Strong organizational and time management skills, with the ability to work efficiently in a fast-paced environment
  • Excellent computer skills including MS Excel, Word, PowerPoint and Outlook (familiarity with Cvent Social Tables, Map Your Show, Smartsheet, and Protech are a plus)
  • Previous experience with event planning/managing food & beverage/logistics is a plus
  • Ability to adapt to changing priorities and provide excellent service under pressure
  • General understanding of an expo a plus

NACS Culture

We hugely value, invest in and are devoted to the constructive culture that we’ve built and work on every day at NACS.  Almost everything we do requires broad, multi-department collaboration to ideate and execute creative initiatives that deliver compelling value to our members and our industry.  What this requires is a relatively flat organizational structure that empowers teammates at different levels from all departments to constructively engage and support each other.  Titles don’t really matter in our organization.  What matters is a culture of constructive behaviors that relishes divergent perspectives to craft well thought-out initiatives and then come together to execute them.   

NACS Values: 

•    Do the right thing.
•    Focus long term.
•    In their terms.
•    Be fiscally responsible.
•    Strive for excellence.

The NACS Culture is highly collaborative, and we are better when we are together.  NACS is a culture that believes in working together from the office.

Other Pertinent Information

•    Immediate opening
•    Comprehensive Benefits Package
•    Office Hours:  9:00 am – 5:00 pm, Monday – Friday
•    Metro accessible – 2 blocks from King Street Metro, Alexandria, Virginia
•    In-office position with 10 Work from Anywhere days (WFA) per calendar quarter and flexible personal needs policy
•    Up to 10% travel is required for attendance at select NACS events

Interested Candidates Should Apply via Email to:
Human Resources
careers@convenience.org 

Please include:  

1.    Cover Letter (indicating why you are interested in this position)
2.    Resume
3.    Salary Requirements

NACS is an Equal Opportunity Employer, dedicated to a policy of non-discrimination in employment on any basis. All applicants will be considered for all positions based on qualifications and without regard to race, color, religion, sex, national origin, age, marital status, veteran status, disability, sexual orientation, and any other legally protected status.