Meeting and Event Coordinator

Title:                Meeting and Event Coordinator
Reports To:       Special Events Manager
Job Code:         3.23.1


The Meeting and Event Coordinator is responsible for carrying out general office and administrative tasks including but not limited to phone work, managing the reception of the corporate office, maintaining calendars and schedules, organizing meetings/logistics and accommodations. Provides additional support to the Sales Operations as well as all levels of internal staff. Serves as the first point of contact to visitors.

Duties and Responsibilities also include:

  • Receive, screen and direct incoming calls and mail.
  • Perform an array of administrative tasks such as managing calendars, schedules and office filing.
  • Draft and issue correspondence on behalf of management.
  • Greet and direct visitors.
  • Handle travel and meeting arrangements.
  • Schedule, manage and prepare for meetings, conferences, trade shows and corporate events.
  • Manage meals and menus for internal employees and visitors.
  • Responsible for cleanliness of all meeting rooms, event areas and other areas as assigned.
  • Assist Sales Operations Department in various projects and customer focused initiatives.
  • Use strong analytical and critical thinking skills to identify, analyze and provide sound recommendations on projects and assigned tasks.
  • Monitor and order office and event supplies.
  • Run errands to support corporate operations, events and visitors.
  • Additional duties as assigned.

Qualifications: Four-year degree in Hospitality, Marketing, Communications or related field preferred, a high school diploma or equivalent required. Minimum one year experience in a similar role. Driver’s License and clean driving record required.

Essential experience and skills:

  • Multi-task oriented, team player and able to prioritize tasks in a demanding environment.
  • Excellent, professional written and oral communication skills and demeanor.
  • Self-motivated with a strong sense of ownership in areas of responsibility.
  • Strong interpersonal skills with the ability to build relationships.
  • Able to react to situations with a “Sense of Urgency”.
  • Computer proficient, including intermediate level knowledge of Microsoft Word and Excel.

Physical Demands: Must be able to regularly lift and/or move up to 25 pounds and occasionally lift and/or move more than 50 pounds. Regularly required to stand; reach with hands and arms; climb or balance; stoop, kneel, crouch, or crawl.

Anticipated Travel: Less than 5%

Position Status: Full Time, Salary

Exempt Status: Exempt