Meeting Event Coordinator

About the role

The Meeting Event Coordinator supports the Meeting Management/Planning Team for assigned program deliverables. This role works directly with them to develop and adhere to project timelines and acts as the primary liaison for managing support departments per assigned program. This position is onsite, Monday - Friday, in our Fenton, MO office.

Responsibilities

• Mets deadlines as established by MEMs/clients.
• Creates and monitors hotel blocks and communicates updates to the team.
• Builds and manages all inventory (activities and/or meetings) and report information.
• Recommends specific needs/fields to be included on websites prior to web building and performs quality control checks before sites go live.
• Creates and maintains documents and spreadsheets for assigned programs and ensures accuracy of Banquet Event Orders (BEOs).
• Manages speaker/sponsor accommodations, transportation, VIP requests, and registration/accommodation assignments.
• Acts as liaison for client contacts when MEM is unavailable and may manage small events independently.
• Creates and manages reporting timelines, reviews program detail reports, and delivers custom reports to clients.
• Participates in client meetings, internal meetings, and operational turnover discussions to provide updates and gather key information.
• Schedules and manages project mailings, produces name badges/labels/tent cards, orders supplies, and ships event materials.
• Affords assistance as needed, manages administrative documents/SOPs, and supports onboarding of new employees.

Requirements

• Bachelor’s degree or 2 years of equivalent business experience (hospitality degree a plus).
• 6–12 months of previous event coordination experience.
• Strong organizational skills and ability to manage multiple demands.
• Excellent computer skills, including Microsoft Office, and ability to learn new technology quickly.
• Ability to analyze and manipulate data and create custom reports.
• Strong interpersonal communication and customer service skills.

Qualifications

• Nice to have: Hospitality-related degree, prior experience working with event management systems or registration platforms, and experience supporting onsite event operations.