14 days old

Meeting Coordinator

American Immigration Lawyers Association
Washington, DC 20005
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Founded in 1946, the American Immigration Lawyers Association (AILA) is the national association of more than 15,000 attorneys and law professors who practice and teach immigration law. AILA is a nonpartisan, non-for-profit organization that provides continuing legal education, information, professional services, and expertise to its members through its 39 chapters and over 50 national committees. Members help support AILA's mission to promote justice, advocate for fair and reasonable immigration law and policy, advance the quality of immigration and nationality law and practice, and enhance the professional development of its members. We are the premier bar association for immigration attorneys.

Department Summary

AILA's Meeting Operations Department plans and implements the association's educational programs and events, including continuing legal education conferences in virtual, hybrid, and in-person format. The Meeting Operations Department also oversees the CLE accreditation program and provides support to members and other practitioners seeking guidance relating to AILA's educational programming.

Position Summary

The Meeting Coordinator assists the Meeting Operations team with the association's logistical needs for all AILA in-person, virtual, and hybrid meetings. This position is responsible for pre-conference logistical planning, on-site logistics, including registration, set up, food and beverage arrangements, A-V and other vendors as needed.

Our Workplace

We offer a dynamic and collaborative work environment with a competitive compensation package based on your experience and qualifications. Our generous benefits include 100% of an employee's Medical/Rx, Dental, and Vision premiums, as well as contributions towards dependents' premiums; a 401(k) with up to 3% matching contribution upon enrollment, employer paid disability and life insurance, commuter subsidy, and on-site fitness room. In addition, we provide employees with flexible scheduling and telecommuting options and plenty of time away from the office to bolster creativity and recharge. Added perks: four-week paid parental leave and a four-week sabbatical every tenth year of service.

The American Immigration Lawyers Association is an equal opportunity employer, and is committed to treating all applicants and employees without regard to unlawful considerations of race, religious creed, color, religion, sex, gender, gender identity, gender expression, sexual orientation, national origin, ancestry, age, marital status, physical disability, mental disability, medical condition (cancer or genetic characteristics), genetic information, military and veterans status, citizenship and immigration status, or any other classification protected by applicable local, state, or federal laws. This equal employment opportunity commitment applies to all aspects of employment, including but not limited to, advertising, recruiting, hiring, job assignment, compensation, promotion, demotion, benefits, training, discipline, and termination.

This is a Washington DC based job that can work remotely.

Essential Job Duties

-Assist Meeting Operations team member with pre-planning of the logistics of the AILA in person, virtual and hybrid meetings/events as needed.

-Train speakers on the set-up of virtual conference platform.

-Assist with virtual conference website development

-Assist with speaker invitations and correspondence

-Assist with vendor research

-Manage shipment to the in-person conferences

-Order & manage all conference supplies

-Manage conference calendar

-Assist with on-site logistics at conferences and event venues

-Monitor hotel prices for upcoming conferences to compare with room rates

-Monitor Aila.org and Agora postings for timely postings and accuracy

-Manage in-house/webcast conferences and communicates with vendor for webcast needs

Administrative Support

Provide administrative support to the Meeting Operations Department team members.

Assist with CLE application filings, reporting, and mailings.

Respond to member calls and e-mails. Monitor department e-mail box and respond when appropriate or route to appropriate staff.

Minimum Job Requirements

1-3 years work experience in related meeting or event planning field. Prior experience in an association, member-service or customer service environment is a plus. Conference travel is required.

Education Requirements

Prefer associate or undergraduate degree in related field and/or 1-3 years related experience.

Required skills and abilities

Skills (position-specific learned activity, generally gained through training)

Strong member-service orientation.

Strong interpersonal and oral communication skills.

Capacity to provide timely response to requests for information, service and/or assistance.

Excellent writing, editing, proofreading and organizational skills.

Familiar with Zoom and/or other virtual conference platforms.

Proficiency in Microsoft Office (Word/Excel/Outlook) and Microsoft Teams

Working knowledge of Internet research tools.

Database proficiency.

Capacity to develop a working knowledge of association products and services.

Strong project management skills.

Abilities (position-specific talents; potential to perform tasks or functions e.g., ability to communicate verbally or in writing)

  1. Ability to communicate effectively, both verbally and/or in writing.
  2. Ability to remain calm, be patient and use reason even when dealing with difficult personalities.
  3. Ability to work independently and in close coordination with teams.
  4. Ability to take initiative and work with minimal supervision.
  5. Ability to work independently and exercise sound judgment and initiative and maintain confidentiality.
  6. Capacity to handle multiple competing priorities including ability to work under pressure and meet deadlines.
  7. Ability to demonstrate attention to detail, accuracy and thoroughness.
  8. Ability to work on multiple projects simultaneously, manage competing demands and use time effectively.


Travel is required related to job responsibilities, especially for the annual conference. Participation in the AILA annual conference in June is a job requirement. The annual conference is held in varying cities.

Posted: 2021-01-04 Expires: 2021-02-05

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Meeting Coordinator

American Immigration Lawyers Association
Washington, DC 20005

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