General Summary
Reporting to the Vice President of Conferences & Tradeshows, the Coordinator Conferences and Logistics is responsible for coordinating planning aspects of FIA’s conferences, forums, and events. The Coordinator Conferences and Logistics supports global meetings operations with the goal of producing high quality events. The incumbent will coordinate and support specific functions of conferences, forums, and events, as well as exhibit and sponsorship fulfillment, and will serve as a liaison for general conference inquiries.
Responsibilities
- Coordinate and support logistics and sponsorship / exhibition fulfillment on:
- FIA-SIFMA AMG Forum – Laguna Beach (January)
- FIA International Futures Industry Conference – Boca Raton (March)
- FIA Law & Compliance Conference – Washington, D.C. (May)
- FIA Annual International Derivatives Expo – London (June)
- FIA Expo – Chicago (October)
- FIA Annual Asia Derivatives Conference – Singapore (November)
- Regional Forums
- Division Events
- Special Events
- Supports logistics plans for execution. Adheres to timelines, provides status updates, and completes work according to deadlines.
- Supports exhibit and sponsorship logistics fulfillment, distribution of logistical information and confirmation of benefits fulfillment.
- Supports meeting specifications and requirements, audio visual equipment, food and beverage/catering, conference transportation, and other logistics as directed.
- Supports financial tracking for events and expense estimates.
- Aid in the creation of on-site meeting collateral and conference giveaways to include locating, pricing, comparing and delivery of conference items.
- Coordinate logistics and support delivery webinars and live day broadcasts.
- Coordinates shipping and inventory of event materials.
- Contact for conference delegates who have questions regarding registration, housing, travel, payment, etc.
- Maintain hotel rooming lists.
- Maintain conference files & samples.
- Other duties as assigned.
Qualifications
- Bachelor’s degree and minimum 1-2 years previous conferences/meeting/tradeshow/association event experience preferred.
- Knowledge of Microsoft Office Products, Zoom, association databases.
- Acute attention to detail and excellent follow-through capabilities.
- Excellent verbal and written communication skills including, accuracy with data entry, correspondence and proofreading skills.
- Exceptional customer service skills and able to maintain a friendly and positive attitude, particularly when interacting with conference attendees and organization’s members, to best represent FIA.
- Able to multi-task and coordinate multiple projects at a time, and reprioritize as necessary.
- Must be a doer, able to work well under pressure in a fast-paced environment with demanding deadlines.
- Ability to travel and work a flexible schedule based on event schedules.
- COVID 19 vaccination required
Interested candidates should send a resume to jobs@fia.org.
