Sep 21, 2022

Meeting Coordinator

  • American Academy of Pediatrics
  • Itasca, IL, USA
Full-Time Administration Entry Level Health Care Nonprofit - Social Services

Job Description

Would you like to work at one of the nation’s most respected, mission-driven organizations?  If so, the American Academy of Pediatrics (AAP) is seeking a Meeting Coordinator to coordinate logistics for the AAP on site Conference Center meetings and communication with AAP staff, as well as provide on-site meeting support for the AAP annual National Conference & Exhibition (National Conference).


Hours: 8:00am – 4:30pm, with a 1-hour lunch.


Qualifications needed:

·       Bachelor’s degree in hospitality management, communications, business or related discipline, or an equivalent combination of related education and work experience required. 

·       One to two years’ related general administrative and/or customer service experience required.  Experience with meetings or within the hospitality industry strongly preferred.

·       Must be detail oriented and able to handle a heavy workload, display exemplary customer service skills, manage multiple priorities simultaneously, take initiative, collaborate effectively with various internal and external constituents, and maintain a positive and cooperative team-oriented work environment with a commitment to equity, diversity, and inclusion.

·       Excellent interpersonal, time management, organizational, and verbal/written communication skills required.

·       Some overtime and weekend work may be required.

·       Some travel required, including working on-site at the National Conference.


Some tasks include:

·       Coordinate logistics for assigned in-house meetings and their related activities, including facilitation and preparation of hotel contracts, meeting specifications, food and beverage, audio visual, ground transportation, rooming lists, in-house signage, and communication with AAP staff.

·       Review invoices for accuracy and ensure payment processing within established terms.

·       Provide on-site logistical support of for assigned Conference Center meetings. 

·       Process and follow up on service work orders to maintain appropriate physical appearance and equipment functionality of the AAP Conference Center.

·       Provide on-site logistical support at the AAP National Conference.


Why work for the AAP?

·       Flexible hours and a focus on work/life balance.

·       State-of-the-art building equipped with standing desks, treadmill desks, cycle desks, on-site fitness center, and on-site exercise classes.

·       An on-site cafeteria with food costs that are subsidized by AAP.

·       Strong focus on mental health and wellness.

·       Tuition reimbursement.

·       Competitive PTO and sick leave.

·       Excellent parental benefits, including adoption assistance.

·       A full list of benefits can be found here (


To learn more about the organization, see a full job description, and/or apply for the position, please visit


The AAP offers an excellent work environment, competitive salary, and a comprehensive benefits package. As a reaffirmation to our employee-focused culture, since 2005 the AAP has been named one of the 101 Best and Brightest Companies to Work for in the Chicagoland area. Additionally, we are an Equal Opportunity Employer of Minorities, Females, Individuals with Disabilities, and Veterans that values the strength diversity brings to our workplace.


Reasonable Accommodation: Individuals with a disability in need of a reasonable accommodation regarding the job application process may call 630-626-6297. Please note, only those inquiries concerning a request for reasonable accommodation will receive a response.



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