Conference & Events Coordinator – Onsite Downtown Chicago

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

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.