1+ months

Meetings & Sponsorship Coordinator

Society of Actuaries Research Institute
Schaumburg, IL 60173
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The Meeting and Sponsorship Coordinator is responsible for planning and executing SOA meetings, events and seminars as assigned. This position will also support SOAs sponsorship efforts by executing benefits. Meetings and events range in size from 10-50 attendees. This position will support the Director with additional meeting responsibilities as assigned.

The ideal candidate is flexible, have a desire to have a career in meeting/event management, and be able to handle several projects. This is a highly visible position that interacts with SOA members, volunteers, sponsoring/exhibiting organizations and represents the organization to the hospitality industry.

We are currently working remotely but plan to move to a hybrid work schedule in December. We are also planning to open a satellite office in Chicago in first quarter of 2022.



  • Prepare RFPs and select meeting locations. Negotiate and contract in accordance with SOA contracting policy.
  • Serve as the primary contact with hotel, vendors and SOA staff on assigned meetings.
  • Monitor room blocks and pickup/tracking reports to ensure contractual obligations are met.
  • Finalize meeting requirements (caterings, audiovisual, room sets et). and submit to hotels/venues.
  • Work with outside vendors to provide additional services (audio visual, transportation services, offsite events, etc.)
  • Review, record and submit final invoices for payment.
  • Coordinate event shipments for assigned meetings.
  • Cultivate and maintain relationships with various suppliers; including hotels, general service contractors, audio-visual companies, convention bureaus, and transportation companies.
  • Print and compile badges for assigned events.
  • In coordination with Director, responsible for ordering registration supplies and assisting with name badge production.
  • Support the creation and maintenance of departments SOPs.
  • Membership and participation in industry association(s).
  • Travel onsite to meetings as needed.
  • Other duties as assigned.


  • Support sponsorship and exhibit activities and fulfillment for live and virtual meetings.
  • Process sponsorship/exhibit contracts and invoicing.
  • Responsible for sourcing and ordering tangible sponsorship items
  • Audit online registrations
  • Responsible for setting up the virtual platform and mobile app as it relates to exhibitor and sponsor deliverables
  • Assist exhibitors/sponsors in creating and managing their virtual booth, hospitality suites and roundtables.


  • Bachelors Degree in Hospitality Management or equivalent events experience
  • Certified Meeting Professional (CMP) designation (or working towards designation), desired.
  • Minimum 3 years of experience in meeting planning including preparation of RFPs, negotiating and contracting, hotel selections, logistical planning, food and beverage and on-site management.
  • Non-profit/association experience preferred. Experience with exhibits/sponsorships as well as hybrid and virtual events helpful.

KNOWLEDGE, SKILLS AND ABILITIES including competencies that may be representative but not all inclusive of those commonly associated with this position.

  • Ability to communicate effectively with members/volunteers, venues/vendors and SOA staff
  • Knowledge of policy and ability to apply it to unique situations
  • Ability to make objective decisions using sound judgment
  • Ability to adapt quickly to a fast-paced, constantly changing working environment.
  • Ability to work under pressure, follow through on assignments and meet deadlines
  • Must be able to multi-task, take direction from others, perform as a team member and demonstrate a high level of initiative
  • Demonstrated project management skills and fiscal responsibility for multiple events.
  • Exceptional attention to detail.
  • Excellent organizational, prioritization and multitasking skills.
  • Proactive and effective communicator across all levels and disciplines.
  • Proactive thinking and recommending changes for continuous improvement.
  • Ability to travel as required.

It is the policy of the SOA to provide equal opportunity in employment to all employees and applicants for employment without regard to race, color, national origin, ancestry, religion, pregnancy status, age, gender, sexual orientation, gender identity, domestic partner status, physical or mental disability (including persons infected with HIV or persons with AIDS), military status, genetic information, or any other status protected by applicable federal, state and local law. This job description in no way states or implies that these are the only duties to be performed by the employee occupying this position. Employees may be required to follow other job related instructions and to perform other job related duties as requested, subject to all applicable state and federal laws. Certain job functions described herein may be subject to possible modification in accordance with applicable state and federal laws.


Posted: 2021-08-12 Expires: 2021-09-20

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Meetings & Sponsorship Coordinator

Society of Actuaries Research Institute
Schaumburg, IL 60173

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