Meeting Coordinator

We are seeking a motivated and enthusiastic individual to join our team as Meeting Coordinator!

This position is responsible for the high quality, innovative and cost effective preparation and administration of meetings, conventions; developing the appropriate strategy based on the engagement/event purpose; designing the optimal engagement experience; executing the project plan and coordinating with appropriate internal departments and external vendors; creating communications in support of meetings/engagements; and for delivering engagements within specified budget.

Responsibilities Include:

  • Follow up with both suppliers and clients to ensure timely and accurate flow of information.
  • Manage client relationships and services including meeting reporting, agenda preparation, invoicing, and post internal meeting follow up
  • Support of both client and internal projects
  • Assist all team members as requested and required
  • Manage and utilize program timelines
  • Responsible for organization and maintenance of all meeting files
  • Responsible for house catering (<10 rooms) leads/non-revenue sourcing and support of hotel summaries
  • Support of Meeting Operations team with responsibilities including report auditing, airline booking, supply purchasing, name badge production, post-event reporting
  • Possibility of supporting client events on-site, either local or out of state
  • Maintenance of the internal meeting operations time tracker
  • General association administration, including but not limited to processing membership applications, membership concierge/ customer service and general mailings
  • Management of the Client Services Calendar
  • Create and distribute monthly and weekly Cvent reports and daily hotel reminders
  • Administration of Meeting Services meetings
  • Coordinate and develop site inspection agendas
  • Assume and perform other duties and responsibilities not specifically outlined herein, but which are logically and properly inherent to the position

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