Meeting Coordinator Job Description

Meeting Coordinator Job Description

164 votes for Meeting Coordinator
Meeting coordinator provides marketing support to local leasing professionals as it pertains to business development and promotion of office space.

Meeting Coordinator Duties & Responsibilities

To write an effective meeting coordinator job description, begin by listing detailed duties, responsibilities and expectations. We have included meeting coordinator job description templates that you can modify and use.

Sample responsibilities for this position include:

Management of the abstract selection process and web-based submission site
Being the main contact for all housing requests, including management of reservations for all VIPs
Program outline management
Assisting in the preparation of all marketing materials including editing scientific program content
Assisting in the management of association/society website
Managing blast email campaigns and promotion calendars
Serving as the first contact for all meeting inquiries
Preparing onsite materials and shipment for annual meetings
Ordering necessary supplies/plaques/awards/signage
Managing all registration desk functions

Meeting Coordinator Qualifications

Qualifications for a job description may include education, certification, and experience.

Licensing or Certifications for Meeting Coordinator

List any licenses or certifications required by the position: BA

Education for Meeting Coordinator

Typically a job would require a certain level of education.

Employers hiring for the meeting coordinator job most commonly would prefer for their future employee to have a relevant degree such as Collage and Bachelor's Degree in Business, Hospitality, Education, Communications, Associates, Marketing, Business/Management, Management, Hospitality Management, General Education

Skills for Meeting Coordinator

Desired skills for meeting coordinator include:

EMS booking system
Basic audio visual and catering
Web based registration tools
Building and Deloitte protocols and procedures
Compliance as it applies to your role
Department service offerings
Key office daily meetings and events
Leadership and key groups
Local amenities
Office space

Desired experience for meeting coordinator includes:

Respond to questions in department mailbox
Develop and “run” checklists for each room on a scheduled basis to ensure functionality of room lighting, supplies, and equipment (projectors, VTC)
Field employee/customer questions regarding the Conference Center and available services (e.g., room availability, layout, AV support)
Attendee Management – Field calls and e-mails from meeting attendees regarding questions about the meeting, travel, how to register, or changes to their registration
May be responsible for of the following things
Facilitate symposium materials shipping arrangements, staff travel, symposium site set up, tear down

Meeting Coordinator Examples


Meeting Coordinator Job Description

Job Description Example
Our growing company is searching for experienced candidates for the position of meeting coordinator. Thank you in advance for taking a look at the list of responsibilities and qualifications. We look forward to reviewing your resume.
Responsibilities for meeting coordinator
  • Provide air analysis based on meeting parameters
  • Answer inquiries in the meeting support mailbox the program support line
  • Provide training to meeting sponsors on internal meeting program planning processes, including registration, billing, process clarifications
  • Reconcile all files and final bills within required timeframes
  • Update Standard Operations Procedures (SOPs) as needed
  • Responsible for Quality Control of meeting data
  • Prepare meeting materials (agendas, handouts, minutes, summaries, slides)
  • Responsible for communication to the hotel for all planning of logistics
  • Budgeting for meetings
  • Exceptional guest service skills which consistently exceed guests expectations
Qualifications for meeting coordinator
  • 1-2 years in events set-up and planning or corporate office operations is preferred
  • Must be able to travel to various work-site locations on demand (within 10 mile radius)
  • Use of automated work order management system for daily tasks and Outlook Calendar scheduling proficiency
  • Must be able to utilize/view a PC and/or monitor
  • Must have a valid Oregon Driver’s License and reliable transportation to work
  • Ensure all point of sale data are accurately captured for all reservations

Meeting Coordinator Job Description

Job Description Example
Our company is searching for experienced candidates for the position of meeting coordinator. To join our growing team, please review the list of responsibilities and qualifications.
Responsibilities for meeting coordinator
  • Maintain standards of cleanliness and organisation
  • Maintain company systems & procedures
  • Some financial knowledge in order to upsell
  • Passion and drive to succeed
  • Time management or organisation
  • Responsible for the sales, organization and quality of the services delivered to the customer by the Conference department
  • To maintain and increase the quantity of sales maintain and develop professional relationship with new and existing clients
  • Collaborate closely with senior Managers to pursue the highest departmental and hotel profitability
  • Acts as the primary interface for the Event Management Services organization in multiple locations across the company
  • Plans and coordinates the majority of on-site meetings in their geographic area
Qualifications for meeting coordinator
  • Responsible for charging the right form of payment for all transactions using financial guidelines provided by the client and co-ordinate reconciliation of all final billings
  • Ensure timely delivery of arrival and departure manifest and air meeting cost summary to MLP
  • Responsible for developing, maintaining and improving standard operating procedures
  • Ensure compliance to the client’s travel/meeting policies and overall cost containment objectives
  • Work with experts in the meetings space to conduct regular review of ITM to identify improvement opportunities and drive efficiencies
  • Good understanding of the local potential and tourism market

Meeting Coordinator Job Description

Job Description Example
Our innovative and growing company is looking for a meeting coordinator. Thank you in advance for taking a look at the list of responsibilities and qualifications. We look forward to reviewing your resume.
Responsibilities for meeting coordinator
  • Ability to solve routine problems and provide solutions to challenges of a higher degree of complexity
  • Establish conference agenda and determine the appropriate content/requirements for each agenda item
  • Identify and determine exhibit properties to be used in the conference
  • Provide regular updates to applicable stakeholders on project activities, and make appropriate recommendations/revisions as needed
  • Identify, source and obtain promotional items for conference participants
  • Perform post-event evaluations, summarize, and identify enhancements for future events
  • Checking that presentation material is prepared – reminding the Equity Communications Team of any upcoming IMP meetings and ensuring that presentations are ready
  • Reviewsubmitted PRs for accuracy for AFS
  • Works closely with applicable billing groups as needed
  • Communicates with individual clinics as needed based on current admissions process and prompt scheduling of patients and forwards necessary documents and records to the appropriate receiving facilities in a timely manner
Qualifications for meeting coordinator
  • Maintaining the budget and invoicing process
  • Updating promotional reports (or any other reports related to marketing functions)
  • Support and assist Meeting Planners as needed to ensure the success of various meetings and events
  • Assist with preparing and coordinating all logistical aspects of company sponsored meetings and events
  • Provide clear and concise logistical details to internal clients and vendors
  • Respond to meeting and event inquiries

Meeting Coordinator Job Description

Job Description Example
Our innovative and growing company is searching for experienced candidates for the position of meeting coordinator. If you are looking for an exciting place to work, please take a look at the list of qualifications below.
Responsibilities for meeting coordinator
  • Ensures physical space is maintained and in good repair by reviewing space and submitting requests for maintenance and general repairs through department ticketing software
  • Supports marketing director with coordinating company events and meetings
  • Coordinates marketing planning calendars and binders processes through project management which includes coordinating materials, ensuring information is submitted before deadline, and checking the documents for correctness and completion
  • Orders awards for company programs including annual and specialty awards
  • Maintain AP’s 4 cafes and 11 bean-to-cup coffee brewers on all 4 floors
  • Provide administrative support during internal and external events
  • Designs, creates and publishes presentation material such as PowerPoint Presentations to support speaking opportunities for executives and others
  • Gains approval on materials from appropriate personnel, reviews final copy of materials to ensure correctness and readiness for production and arranges for production, duplication and distribution of materials
  • Contacts internal partners or outside vendors to develop design/concept of materials and/or prepare materials for distribution when necessary
  • Coordinates meeting logistics, agenda, speakers, communications
Qualifications for meeting coordinator
  • Able to read and interpret meeting room and event layout drawings and plans
  • Assist in the creation of programs, agendas, materials
  • Provide support for meeting and event staff, attendees, speakers
  • Support online registration procedures (via Cvent)
  • Request estimates from potential vendors
  • Ability to work successfully as part of a team independently with sound judgement, tact, and poise

Meeting Coordinator Job Description

Job Description Example
Our growing company is hiring for a meeting coordinator. Thank you in advance for taking a look at the list of responsibilities and qualifications. We look forward to reviewing your resume.
Responsibilities for meeting coordinator
  • Coordinates collateral and presentations for scheduled events and briefings
  • Manages the integration of multi-levels of resources, presenters, sales teams, supporting logistics team
  • Performs post briefing measurements
  • Assists manager with executive level communication and reporting
  • Recommends and plays a key role in determining the logistics, communications and related activities that support company conferences and meetings
  • Identifies and implements process improvements for building better efficiencies for conducting briefings and arranging attended events
  • Meets with internal customers to gather information, , purpose/message of materials, method of communications and tone/image of materials and make recommendations on the organization, style, of materials
  • Performs communications-related support activities
  • Provides general information to employees and/or outside organizations regarding the company and policies, and communicates events-related activities
  • Meet the minimum company and industry standards for all Test Calls/Emails/RFP’s
Qualifications for meeting coordinator
  • College coursework in pursuit of a Bachelor's Degree in event management (or related field)
  • Prior hotel and/or DMC experience
  • Experience with Cvent a plus
  • Client meeting planners suppliers
  • Excellent interpersonal/customer service skills necessary to develop and maintain cooperative working relationships with all levels of internal and external staff
  • Ability to take initiative and follow solutions to completion

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