Job Details

  • Title: Meeting Coordinator
  • Code: RCI-06770
  • Location: Lake Forest Illinois (IL) 60045
  • Posted Date: 11/01/2019
  • Duration: 24 Months
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  Job Description


Event Coordinator Role

Role Summary: The Event Coordinator is responsible for providing support to all meeting and convention related administrative tasks. The Event Coordinator role is an entry level, developmental role.

Essential Responsibilities:

  • Create web-based registrations for meetings and events in Cvent meetings management software; Monitor event website ongoing.
  • Assists Business Owner to ensure Attendee Lists are completed/in approved format
  • Create final confirmation meeting details document (email version) to include hotel A&D dates, flight details, agenda overview, meeting locations, contact info
  • Run master list from Cvent, note special requests
  • Update Cvent with final number of attendees
  • Share shortlist of attendee names along with their RSVP status to Specialist (Required for AHM Centris Direct Meeting Profile)
  • Coordinate with client attendees to obtain their itineraries to identify actual rooms needed and ground transportation if requested)
  • Send meeting confirmation to all attendees or send to TPV to create final details blast.
  • Submit registration report requests to TPV for build (complete report, hotel rooming list, transfer list, special needs, workshop/special session lists, dinner/activity lists, etc.)
  • Create list of print materials required with due dates. Ensure availability of printed material before meeting. Responsible for print and delivery.
  • Gather name badges, table tents, table cloth, registration sign, etc. Run and format rooming list prior to sending
  • Check final meeting materials list; confirm shipping/delivery arrangements for all materials (hand-carry, ship, local print supplier, etc.) with training and marketing.
  • Print sign-in sheets for all HCP-attended sessions (by date/event)
  • Scan Attendee sign-in sheet and upload to Cvent or Manage through TPV
  • Request deposit invoices from all meeting suppliers
  • Make necessary changes to participants in Cvent, as applicable from the ICB grid


Basic Qualifications:

  • High School diploma or equivalent
  • 2 years of work experience
  • Proficient with MS Word, Excel, Power Point
  • Experience working one or more meetings management software(s)

Desired Qualifications/Skills:

  • Bachelor’s degree preferred
  • Previous work experience in meeting/convention coordination
  • Strong attention to detail and experience w/ data entry
  • Efficient time management skills
  • Adaptable and flexible with a positive can-do attitude
  • Strong interpersonal skills and listening skills
  • An affinity for creativity and creative work while adhering to regulatory guidelines
  • Experience in Cvent meetings management software