TeamPeople · 9 hours ago
Meeting Coordinator
Fort Worth, TX
Full-time
Onsite
Entry, Mid Level
1+ years expTeamPeople is an organization dedicated to providing superior customer service, and they are seeking a Meeting Coordinator to support Meeting Planners and interface with clients and vendors. The role involves coordinating meetings, managing communications, preparing materials, and providing administrative support.
Staffing Agency
Hiring Manager
Abigail Denver, CDR
Responsibilities
Correspond with stakeholders to include internal/external customers, faculty, suppliers, medical associations, meeting attendees, etc. Correspondence to include fielding a large volume of inquiries by phone and email, sending attendee communications and correspondence and other meeting communications, recording meeting attendees, attendee evaluations and generate meeting reports
Prepare meeting collateral, including nametags, tent cards, meeting signage, and other materials as applicable
Issue payment and purchase requisitions as required and submit all contracts in the client's legal contract management system
Order, pack and ship meeting materials as required. Unpack and organize materials returned following a meeting
Assist with specific departmental financial tasks including expense reconciliation, attendee reimbursement, vendor payments and reconciling event budgets
Work with company and departmental computer programs/systems, (e.g. Cvent, MS Teams, OneDrive, MS Word, Excel, Outlook, PowerPoint, etc.) to perform data entry including setting up and maintaining new meetings in the database, recording and uploading information, and generating system reports
Manage certain aspects of a program on behalf of the Meeting Planner and other department personnel and/or serve as back up, attend planning meetings to support program planning
Provide overall general administrative support
Flexibility to work evenings and weekends in support of scheduled events
Work closely with stakeholders to ensure their needs are met and offer creative solutions
Other duties as assigned by planner or manager
Provide occasional on-site assistance for meetings and conventions which may include travel and overnight stays, often on evenings and, or weekends. Travel is approximately 5% of the role
Qualification
Required
Motivated, self-starter with strong organizational and interpersonal skills
Strong understanding and use of meeting and event planning principles
Correspond with stakeholders to include internal/external customers, faculty, suppliers, medical associations, meeting attendees, etc
Fielding a large volume of inquiries by phone and email
Sending attendee communications and correspondence and other meeting communications
Recording meeting attendees, attendee evaluations and generate meeting reports
Prepare meeting collateral, including nametags, tent cards, meeting signage, and other materials as applicable
Issue payment and purchase requisitions as required and submit all contracts in the client's legal contract management system
Order, pack and ship meeting materials as required
Unpack and organize materials returned following a meeting
Assist with specific departmental financial tasks including expense reconciliation, attendee reimbursement, vendor payments and reconciling event budgets
Work with company and departmental computer programs/systems, (e.g. Cvent, MS Teams, OneDrive, MS Word, Excel, Outlook, PowerPoint, etc.) to perform data entry including setting up and maintaining new meetings in the database, recording and uploading information, and generating system reports
Manage certain aspects of a program on behalf of the Meeting Planner and other department personnel and/or serve as back up
Attend planning meetings to support program planning
Provide overall general administrative support
Flexibility to work evenings and weekends in support of scheduled events
Work closely with stakeholders to ensure their needs are met and offer creative solutions
Other duties as assigned by planner or manager
Provide occasional on-site assistance for meetings and conventions which may include travel and overnight stays, often on evenings and, or weekends
Travel is approximately 5% of the role
Working/Advanced knowledge of Microsoft Office Suite including Outlook (email & calendar), Word, Excel, PowerPoint, Forms, Teams
Working/Advanced knowledge of Adobe Acrobat, Microsoft Edge, Google Chrome, iOS or Android mobile device apps, WebEx
Ability to generate collateral and meeting materials as needed
Familiarity with online event registration and planning systems: Specifically CVENT, Givebee, SocialTables
Language: Fluent in English (written, spoken)
Minimum: Associate degree or equivalent (high school + 4 years) plus 1 year of meeting planning experience, Hospitality industry experience or administrative work, preferably planning small team/internal meetings and/or attendee travel
Preferred
Bachelor's Degree or Equivalent years of directly related experience (high school +4 yrs or Associates +2 years) plus, plus two or more years of meeting planning experience within the client's or Ophthalmic pharmaceutical / medical device industry or hospitality industry
Benefits
Health and welfare benefits coverage options including medical, dental, vision, spending accounts, life insurance, voluntary plans, as well as participation in a 401(k) plan
Company
TeamPeople
From the highly creative to the intrinsically technical, our passion is building successful communications teams world-wide with our flexible and scalable approach.
501-1000 employees
Funding
Current Stage
Late StageTotal Funding
unknown2017-09-11Acquired
Company data provided by crunchbase