Meeting Coordinator JOB DESCRIPTON
Alcyone Events, a full-service meeting and event management company, is seeking a Meeting Coordinator to support company initiatives. Under the direction of both the President and Operations Manager, the Meeting Coordinator is a supporting contact for clients, accountable for ensuring that meeting components are delivered in line with client expectations.
Meeting Coordinator Job Overview
The Meeting Coordinator will be responsible for gathering and organizing details across all aspects of meetings, including budget tracking, venue options, speaker logistics, and attendee registration. In addition, the Meeting Coordinator will be a supporting point of contact with clients, working alongside senior team members to provide regular status updates, address client concerns, and troubleshoot issues with vendors, hotels, etc., for a broad range of events including product launches, national sales meetings, and incentive programs in domestic and international locales. Experience coordinating on-site meetings/programs, working with vendors, supporting venue and travel bookings, communicating with executives and supporting budget management within the pharmaceutical industry is valuable for this position. The ideal candidate is a team player who can adapt to shifting client demands, while problem solving across multiple projects each day.
● Full-time hybrid position (3 days in office) – must be able to work a minimum of 40 hours weekly Monday-Friday
● Flexibility to work evenings and weekends as needed for scheduled events, with availability to travel up to 40% for site visits, client appointments, onsite support, and meetings
● Source venues, destinations, activities, restaurants, and transportation including researching space availability to accommodate planned meetings and events. Work with senior team members, and compile client-ready presentations and space assessments as needed
● Participate in the building of online registration websites and surveys, and database management (reporting and tracking responses)
● Work with selected vendors on gift selection and other program related materials
● Assist with the management and oversight of meeting attendee communications in accordance with program timetable
● Ensure meetings are in line with all regulatory and compliance guidelines as required by client
● Assist with preparing proposals as needed, help maintain budgets within established parameters throughout the lifecycle of event
● Support ongoing evaluation of the effectiveness and efficiency of meeting processes by sharing feedback and observations with senior management
● Provide on-site support of events as needed
● Maintain dedicated private home office space conducive to professional video calls and client interactions
● Possess excellent organizational and multitasking abilities in addition to strong time-management skills
● At least 1+ years’ experience supporting meetings, events, or senior executives in a fast-paced environment
● Experience in hospitality or restaurant industry preferred but not required
● Prior experience with Stova, Cvent, or similar meeting management tools preferred
● Valid passport required
● Preference given to candidates who reside in the Raleigh-Durham-Chapel Hill, NC area
● Strong organizational skills with excellent attention to detail
● Associate’s degree required. Bachelor’s degree preferred
● Skilled in Google Suite, Microsoft Office, Dropbox, and Zoom.
● Comfortable with learning new technology
● Ownership mentality and willingness to follow up promptly and sometimes repeatedly to execute critical tasks completely
● Very strong interpersonal skills and the ability to build relationships with stakeholders, including team members, clients, partners, and vendors
● Strong written and verbal communication skills
● Resourceful problem-solver with strong judgment and decision-making capability
● Highly collaborative team-player who can also be extremely effective working independently
● Proven ability to handle confidential information with discretion, be adaptable to various competing demands, and demonstrate the highest level of customer/client service and response
● Demonstrated ability to achieve high-performance goals and meet deadlines in a fast-paced environment
· Bonuses / Awards / Gifts
· Paid time-off, vacation, and comp days
- Medical benefits, with majority employer contribution
· 401K program with company matching
· Ongoing training and professional development
Job Type: Full-time
Pay: $55,000.00 - $75,000.00 per year
Benefits:
- 401(k)
- Flexible schedule
- Paid time off
- Professional development assistance
Experience:
- Meeting Coordinator: 4 years (Preferred)
Willingness to travel:
Work Location: Hybrid remote in Chapel Hill, NC 27514
