Full Job Description
We are seeking a motivated and enthusiastic individual to join our meetings department as a Meeting Coordinator. Meeting Coordinator will work directly with Meeting Planners to support the execution of meetings for our medical associations. This is a newly created position to support company growth, and is an excellent opportunity for a dynamic professional with excellent growth potential.
Duties and Responsibilities:
Manage rooming for meetings including making rooming lists, tracking pick-up, watching for attrition, managing VIP/Speaker blocks, sending out reminders and hotel confirmations, managing correct billing to the Master Account and assigning concessions. In addition, managing VIP flight arrangements & ordering airport transfers.
Coordinate all logistics for in-house meetings including ordering catering, arranging hotel reservations and airport transfers, research and select VIP dinner venues, and manage the day-of execution of all planned events.
Track RFP responses, prepare proposal comparison charts and analyze meeting space for Meeting Planners to review.
When needed, team with Meeting Planner to plan evening functions for meetings including but not limited to Banquets, Galas, President’s Receptions, Welcome Receptions, Board Dinners, etc. This would include researching event venues, planning menus, designing invitations and menu cards, and booking transportation, entertainment, and event décor.
Supervise the meeting packing process, including printing all pertinent reports, packing registration envelopes, preparing supplies, and shipping items in an organized and timely fashion.
Assist Meeting Planners onsite at larger meetings, managing the registration desk, and providing support to Planner as needed. In time, this position would be able to run smaller state meetings, acting as the primary contact onsite.
Complete new meeting checklists once contracts are signed, including creating the meeting binder, applying for direct bill status, preparing and sending registration information to the Publications team, updating the Master Calendar, and tracking and managing deposit schedules and other important dates.
Assist Meeting Planners with department projects, including, but not limited to, maintaining the Master Calendar and Conflicts Calendar, tracking hotel points, updating the shipping schedule, purchasing VIP gifts, uploading documents in Policy Tech, update Meeting Space History and Rooming History charts, etc.
1 – 2 years in the hospitality or event industry, or related field.
Must be able to multi-task, be detail oriented, have strong organizational, project management, and communication and customer relation skills. Must be able to work in a fast-paced environment, managing multiple projects at once.
Bachelor's degree or equivalent work experience.
Preferred GPA of 3.5 or higher
Coordinators may be required to travel 1 or 2 times per meeting season (3-4 times per year).