Meetings and Events Coordinator

Role Overview

As the Meetings and Events Coordinator, you will plan, coordinate, and execute corporate meetings, conferences, trade shows, training programs, and special events from concept through completion. You will manage multiple events simultaneously while delivering exceptional service, seamless logistics, and successful outcomes. The role involves collaborating with internal stakeholders, vendors, and venue partners to arrange accommodations, transportation, catering, meeting space, and related services, ensuring an outstanding attendee experience through proactive planning, attention to detail, and a customer‑focused approach. You will serve as a trusted partner to internal clients and corporate guests, communicate effectively at all organizational levels, and support the Associate Director, Meetings & Events in key enterprise events such as the Sales Summit, Advisor Awards Conference, Circle of Excellence, and Spring and Fall Workshops.

Responsibilities

• Plan, coordinate and execute corporate meetings, conferences, training programs, workshops, and special events from inception through completion
• Establish clear delivery expectations with stakeholders and clients for each event
• Coordinate meals, hotel rooms, ground and air transportation
• Maintain detailed event timelines, schedules, and logistics plans
• Coordinate meeting room setups, audiovisual requirements, signage, and onsite event execution
• Prepare room set‑up with Property Management and event venues
• Prepare banquet event orders (BEOs) with event venues
• Respond promptly to all incoming calls and e‑mails regarding meetings and events
• Act as a backup for other members of the meetings and events team
• Assist the meetings and events team with annual conference administrative tasks – Sales Summit, Advisor Awards Celebration, and Circle of Excellence
• Manage the event registration system (Cvent), attendee communications, and reporting to ensure a seamless participant experience
• Assist the Manager with administrative tasks as required
• Coordinate trade show participation and execution, including staffing, facilitators, on‑site booth set‑up, and logistics
• Monitor event budgets, process invoices, reconcile expenses, and maintain accurate financial records
• Maintain exceptional customer service while interacting with executives, employees, field advisors, and external partners
• Track event metrics, gather attendee feedback, and provide post‑event reporting and recommendations for future improvement
• Support multiple simultaneous meetings and/or events while meeting deadlines and maintaining attention to detail
• Maintain compliance with company policies, travel guidelines, and event management procedures

Qualifications

• High school diploma or equivalent required; associate’s or bachelor’s degree in hospitality, Event Management, Business Administration, Marketing, or a related field preferred
• Minimum 3–5 years of professional experience in event planning, meeting management, hospitality, administrative support, or a related field
• Certified Meeting Professional (CMP) certification preferred but not required; commitment to ongoing professional development encouraged
• Exceptional interpersonal, communication, and customer‑service skills, with the ability to build strong relationships with stakeholders, vendors, and attendees
• Strong organizational and project‑management abilities with exceptional attention to detail
• Ability to manage multiple priorities, meet deadlines, and adapt to changing business needs in a fast‑paced environment
• Demonstrated ability to work independently with minimal supervision while exercising sound judgment and initiative
• Experience planning and executing corporate meetings, conferences, training events, trade shows, and special events
• Proficiency with event‑management and registration platforms such as Cvent or similar systems
• Advanced proficiency in Microsoft Office applications, including Outlook, Word, Excel, PowerPoint, and Teams
• Strong written and verbal communication skills, with the ability to interact effectively at all levels of the organization
• Ability to coordinate complex logistics, including travel, accommodations, transportation, catering, and venue arrangements
• Commitment to delivering exceptional customer service and creating positive attendee experiences
• Valid driver’s license, reliable transportation, and willingness to use a personal vehicle for business‑related errands, event support, and site visits when required
• Ability to travel and provide on‑site support for meetings and events as needed, including occasional evening or weekend assignments; domestic travel may be required up to 5–7%