Campus Events & Meetings Coordinator

Pyramid Global Hospitality; Chicago (IL); On-site; USD 28,000 - 36,000; Full time

Job summary

Pyramid Global Hospitality is seeking an Events & Meetings Coordinator to provide direct administrative and event support to the Sales & Events Team at the David Rubenstein Forum. You will help coordinate conferences, meetings, and special events, prepare proposals, contracts, and BEOs, and ensure accurate information across sales and event management systems.

The role emphasizes organization, communication, and teamwork with multiple departments to deliver exceptional service in a fast-paced

Qualifications

• High school graduate or equivalent.
• Two years’ experience in the hospitality industry or in a professional, office environment.
• Computer literate with above average proficiency in Microsoft Word, Excel, Outlook, PowerPoint, and OneNote.
• Basic knowledge of hotel systems such as Delphi.fdc, Zoom, Teams and Diagram platforms is suggested, but not required.
• Excellent oral and written communication skills.
• Detail oriented and ability to handle multiple tasks at once.
• Good organizational and follow through skills.
• Able to read and comprehend various reports.

Responsibilities

• Receive and respond to incoming telephone calls in accordance to property standards.
• Respond to telephone and email lead inquiries and assign to appropriate Sales Manager based on market segment.
• Perform venue site tours for all events in the absence of the Sales team.
• Detail conferences and special events booked by events sales team.
• Create labels and collateral and printed menus for events that require these items.
• Work with clients to gather and coordinate all event details in support of managers.
• Communicate all event details and disseminate event information internally.
• Perform administrative tasks such as typing, filing, copying, scanning, sorting mail, coordinating appointments and answering telephones.
• Prepare written correspondence including letters, proposals, contracts, reports, schedule of events, banquet event orders, and e-mails using Microsoft Outlook and Delphi.fdc operating systems.
• Preparation & distribution of weekly BEO & resume packets to applicable departments.
• Maintain the various sales system file systems, both electronic and paper, including account files, program evaluation, databases, master binders for turnovers and resumes.
• Assist front desk team with phones, greeting and directing guests when needed.
• Assist with event teams on quick sets or teardowns.

Skills

Communication skills

Detail orientation

Organizational skills

Multitasking

Education

High school diploma or equivalent

Tools

Delphi.fdc

Zoom

Teams

Diagram platforms

Job description

Pyramid Global Hospitality is seeking an Events & Meetings Coordinator to provide direct administrative and event support to the Sales & Events Team at the David Rubenstein Forum. You will help coordinate conferences, meetings, and special events, prepare proposals, contracts, and BEOs, and ensure accurate information across sales and event management systems.

The role emphasizes organization, communication, and teamwork with multiple departments to deliver exceptional service in a fast-paced