Meeting Coordinator, Meetings & Events

Role Overview

The Meeting Coordinator supports Meeting Planners in the execution of in-person, virtual, and hybrid events. This role assists with attendee management, logistics preparation, vendor coordination, and documentation. The Coordinator ensures accuracy, organization, and smooth operational support across all assigned meetings. Cvent experience is preferred, and Cvent training opportunities are available.

Key Responsibilities

• Support planners with logistics including rooming lists, transportation grids, materials, and vendor communication.
• Assist with attendee list management, data entry, and updates
• Work closely with Senior Planner/Planner on CVENT Site creation and management
• Manages and maintains internal and external action trackers to drive accountability and progress
• Support planners to manage housing lists
• Meeting Materials Management (name badges, table tents, sign-in sheets, pre-con slides, etc.)
• Manage Executive Encounter reservations
• Create planning slide decks
• Monitor registration inboxes and provide timely attendee support.
• Assist with pharmaceutical meeting documentation including sign-in sheets and file organization.
• Support on-site operations including registration desk, signage placement, and attendee guidance as needed
• Help collect vendor estimates, invoices, and receipts for financial tracking.

Candidate Profile – (Skills, Competencies and Experience)

• 1–3 years in meetings, events, hospitality, or project coordination.
• Cvent experience preferred; willingness to complete training required
  

Travel Requirements

• Travel will be required for approximately 30% of the year, which may be outside of normal business hours and days