Conference and Meeting Coordinator

Addison Group; Chicago (IL); On-site; USD 33,000 - 37,000; Full time

Benefits offered by this job

Medical, dental, vision

401(k)

On-site downtown Chicago

Job summary

Addison Group is seeking a Conference and Meeting Coordinator for our client, a civic and social organization in downtown Chicago. The role supports planning and execution of conferences, meetings, and events, with attention to detail and collaboration with multiple stakeholders.

You will manage logistics, coordinate with vendors, prepare materials, process invoices, and ensure smooth operations before, during, and after events.

Qualifications

• Ability to manage multiple priorities in a fast-paced environment.
• Strong communication, organizational and customer-service skills.
• Detail-oriented with excellent problem-solving abilities.
• Able to work under tight deadlines and adapt to changing priorities.
• Proficient in Microsoft Office; comfortable with Zoom or similar.
• Experience with event management software (Cvent) and expense systems (Concur).

Responsibilities

• Coordinate logistics for conferences and meetings, including room assignments, travel arrangements, and event materials.
• Prepare and distribute confirmation letters, emails, and attendee materials.
• Research, present, and liaise with external vendors to secure services and coordinate event details.
• Communicate effectively with members, staff, and other stakeholders regarding event information.
• Process event-related invoices and manage expenses through expense management software.
• Support the development and distribution of onsite materials in coordination with various departments.

Skills

Multitasking

Communication

Organization

Customer service

Problem solving

Tech proficiency

Tools

Microsoft Office Suite

Zoom

Cvent

Concur

Job description

Job Title: Conference and Meeting Coordinator

Location: Southside Chicago, IL – Hyde Park Area

Industry: Civic & Social Organization

Compensation: $24.00 – $27.00 / Hour

Work Schedule: Monday–Friday, 8:30 AM – 5:00 PM, on-site (30-minute unpaid lunch)

Benefits: This position may be eligible for medical, dental, vision, and 401(k).

About Our Client

Addison Group is hiring for our client, an established international service organization. They host large-scale events and conferences across multiple chapters and are seeking a skilled professional to support their busy calendar of meetings and gatherings.

Job Description

The Conference and Meeting Coordinator will support planning and execution of organizational conferences, meetings, and events. This role requires attention to detail, strong organizational skills, and the ability to collaborate with multiple stakeholders. You will manage logistics, coordinate with vendors, and ensure smooth operations before, during, and after events.

Key Responsibilities

• Coordinate logistics for conferences and meetings, including room assignments, travel arrangements, and event materials.
• Prepare and distribute confirmation letters, emails, and attendee materials.
• Research, present, and liaise with external vendors to secure services and coordinate event details.
• Communicate effectively with members, staff, and other stakeholders regarding event information.
• Process event-related invoices and manage expenses through expense management software.
• Support the development and distribution of onsite materials in coordination with various departments.

Qualifications

• Proven ability to manage multiple priorities in a fast-paced environment.
• Strong communication, organizational, and customer service skills.
• Detail-oriented with excellent problem-solving abilities.
• Comfortable working under tight deadlines and adapting to changing priorities.
• Proficiency in Microsoft Office Suite (Intermediate–Advanced) and virtual meeting platforms (Zoom or similar).
• Experience with event management software (Cvent or similar) and expense management platforms (Concur preferred).

Additional Details

• On-site role at a downtown Chicago location.
• Professional business casual dress code required.

Perks

• Opportunity to support high-profile events within a respected civic and social organization.
• Collaborative and dynamic work environment.
• Exposure to national-level conference and meeting planning.

Addison Group is an Equal Opportunity Employer. Addison Group provides equal employment opportunities (EEO) to all employees and applicants for employment without regard to race, color, religion, gender, sexual orientation, national origin, age, disability, genetic information, marital status, amnesty, or status as a covered veteran in accordance with applicable federal, state and local laws. Addison Group complies with applicable state and local laws governing non-discrimination in employment in every location in which the company has facilities. Reasonable accommodation is available for qualified individuals with disabilities, upon request.