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Event/Meeting Coordinator - Corporate Events

Northpointe Staffing Professionals

Remote

USD 52,000 - 59,000

Full time

30+ days ago

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Job summary

A leading staffing firm is seeking an Event Planning Coordinator to manage logistics for medical education events. This remote role involves coordinating all aspects of events, including venue selection, budget management, and communication with stakeholders. Ideal candidates will have strong organizational skills and a background in customer service or hospitality.

Qualifications

1-2 years’ experience in field or related area preferred.
Great for individuals with a Sales, Hospitality, or Customer Service background.
Proficiency in MS-Office, Word, Excel preferred.

Responsibilities

Execute logistics for medical education events.
Manage promotional educational programs within events management platform.
Ensure compliance with client business rules and guidelines.

Skills

Interpersonal skills

Customer service

Organizational skills

Attention to detail

Analytical skills

Education

High School or equivalent

College Degree Preferred

Tools

MS-Office

Excel

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Hours: 7.5hrs/day

Schedule: 8:30 AM - 5:00 PM PST

Role is Remote

General Purpose/Summary of Job:

The Event Planning Coordinator will be responsible for executing logistics for medical education events and ensuring that our commitments are met on-schedule and within budget. In addition, Event Planning Coordinators are also responsible for:

Performing a variety of intricate planning tasks related to identifying and scheduling ALL aspects of the event including Location, Guest Speakers, Food, Equipment, Speaker Travel needs and more. Maintaining consistent communication with sales representatives, faculty, and internal staff throughout the meeting planning process. This position coordinates the events from start to finish and post event reconciliation.

Primary Duties and Responsibilities:

Database management - manage promotional educational programs within our proprietary events management platform
Budget management - assisting customer representatives within their program planning budget to ensure they meet client business rules and guidelines
Selection or confirmation of venue, menu, audiovisual, and air/ground transportation arrangements.
Coordinate payment with venues/caterers and any other vendors.
Frequent daily communication with sales representatives and faculty as needed.
Review all venue contracts for accuracy/ensure client compliance requirements are met.
Ensuring all meeting materials are complete and accurate.
Work closely with other team members to ensure successful execution of meetings
Adherence to various policies (i.e., confidentiality, sensitive communication, intellectual property)
Effectively manage high volume of meetings while also responding to emails and phone calls
Must be available to cover after-hours phone line 5pm-midnight on a rotated basis (weeks selected by coordinator)

Competency Requirements:

Positive attitude at all times and the ability to work with a team and maintain a “Whatever it Takes” attitude
Ability to boost team morale
Ability to take constructive feedback and adjust in order to progress forward
Ability to communicate clearly with management via email or in person
Excellent interpersonal, customer service and organizational skills
Exceptional attention to detail
Professional and clear oral and written communication AND etiquette skills to successfully manage high phone and email volume
Demonstrate ability to work in a fast-paced environment, changing planning activities and/or multitasking often to meet fluctuating client/company priorities
Ability to take on additional ad hoc tasks as needed to support the team without complaint
Ability to work flexible schedules and/or extended hours to meet clients’ business needs
Ability to maintain productivity while performing repetitive planning tasks every day
Proficiency in MS-Office, Word, Excel (e.g., financial calculations, pivot tables, VLOOKUP’s) and Gmail preferred
Basic Math and Spelling proficiency
Ability to work and thrive in a team atmosphere

Education/Skills Experience Desired:

High School or equivalent
College Degree Preferred
1-2 years’ experience in field or related area preferred but not required
Great for individuals with a Sales, Hospitality, or Customer Service background
Must be a go getter and very personable at the same having patience with the process
Possess strong analytical and problem-solving skills

Seniority level