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Meetings Coordinator

Job Title
Meetings Coordinator
Job ID
SAINT LOUIS,  MO 63141-6393
Other Location
About ASA:
The American Soybean Association (ASA) is the national trade organization that advocates on behalf of U.S. soybean farmers on domestic and international trade issues. It is the collective voice of 500,000 producers in 30 soybean-producing states represented through 26 state affiliates. ASA is headquartered in St. Louis, Missouri, and its Government Affairs team is based in Washington, D.C.

A primary focus for ASA is policy development and implementation, including adoption of policy goals at an annual meeting of ASA’s voting delegates. We carry out these goals through advocacy efforts before Congress and Executive Branch agencies, activating support at the grassroots level, and in contacts with the media. We are the only national policy organization advocating only for soy and have a 100-year track record and reputation for effectiveness.

What is your role:
The Meetings & Conventions Department produces 25-30 meetings annually, including board meetings, leadership training programs, stakeholder special events, a fundraising auction, and an awards banquet for ASA members and stakeholders. We are seeking a Meetings Coordinator to plan, implement, and/or provide administrative and clerical support for some of these meetings.

The ideal Meetings Coordinator should have:
  • High school diploma or GED certificate required; Bachelor’s degree preferred
  • Minimum of 1 year of meeting planning, project management, or hotel sales/event coordinator experience
  • Proficient in Microsoft Office applications, i.e. Microsoft 365, Word, Excel, PowerPoint, Outlook and the Windows environment, email and Internet
  • Ability to learn and utilize other computer application software i.e., Meeting Management tools, Swoogo, Wufoo, etc.
  • Excellent communication, interpersonal, and writing skills with knowledge of Business English, e-mail etiquette, grammar, and spelling
  • Excellent organizational skills and attention to detail
  • Able to effectively work under pressure, manage multiple tasks and solve problems efficiently
  • Able to work as part of a team and with others across other organizational teams
  • Able to work with accounting and financial spreadsheets
  • Valid driver’s license and reliable transportation
Your day-to-day responsibilities will include:
  • Serve as lead planner for 5-7 meetings annually. Provide administrative, technical, and clerical support for other meetings as needed.
  • Plan and execute logistics for ASA’s meetings, events, and training programs as assigned.
  • Gather information from meeting owners to determine meeting requirements and expectations.
  • Research costs to assist meeting owners develop the budget for assigned meetings. Monitor project expenses. Help manage or limit ASA’s liabilities.
  • Secure and manage suppliers for each meeting, including venues, catering, audio-visual, telecomm, internet, destination management companies, off-site events, and group transportation.
  • Manage hotel room blocks, monitor attrition and cancellation policies.
  • Utilize ASA’s registration management platform for ASA events, track registration activity, and communicate registration information to attendees
  • Handle participant travel arrangements for meetings, conferences, and other project-related events as needed.
  • Analyze information, prepare reports, proofread, and edit documents.
  • Review final bill from hotel for accuracy and prepare the final itemization statement for Accounting.
  • Travel 25% or less (5-7 meetings per year with overnight travel)
  • Keep records of event details, tasks, and progress.​​​​​​
ASA offers you:
  • Competitive annual salary based on experience
  • Paid time off
  • Medical benefits, dental, vision and life insurance
  • 401K plan with employer match
  • Supportive and engaging work environment

We are committed to equal employment opportunity and non-discrimination for all employees and qualified applicants without regard to a person’s race, color, gender, age, religion, national origin, ancestry, disability, veteran status, genetic information, sexual orientation, or any characteristic protected under applicable law.