Hybrid Meetings & Events Coordinator

ForeFlight LLC; Austin (TX); Hybrid; USD 78,000 - 95,000; Full time

Benefits offered by this job

Medical, dental, vision insurance

Open PTO Policy

Flight Training Rewards

Job summary

ForeFlight Austin is seeking an early-career Meetings & Events Coordinator to support planning, sourcing, contracting, and payment coordination for internal and external events. The role covers offsites, conferences, and client-facing activities, with hybrid work in Austin, TX.

You will handle sourcing, budgeting, logistics, and execution across the full lifecycle, coordinating with hotels, venues, and vendors while maintaining strong stakeholder relationships.

Qualifications

• 1 to 3 years of experience in event coordination or related field.
• Experience coordinating hotel room blocks, logistics, and AV needs.
• Ability to manage multiple events and stakeholders simultaneously.

Responsibilities

• Serve as the primary contact for event sourcing, contracting, payments, and logistics.
• Plan internal and external events, offsites, conferences, and trade shows.
• Coordinate with third-party registration, badges, materials, and on-site support.
• Negotiate contracts with hotels and venues; ensure policy compliance.
• Manage room blocks, cutoffs, attrition, and attendee communications.
• Oversee budgets, invoicing, and vendor payments; monitor timelines.

Skills

Event coordination

Budget tracking

Vendor management

A/V coordination

Communication

Project management

Tools

Cvent

Navan

Concur

Tropic

Coupa

Microsoft Office (Mac)

Job description

ForeFlight Austin is seeking an early-career Meetings & Events Coordinator to support planning, sourcing, contracting, and payment coordination for internal and external events. The role covers offsites, conferences, and client-facing activities, with hybrid work in Austin, TX.

You will handle sourcing, budgeting, logistics, and execution across the full lifecycle, coordinating with hotels, venues, and vendors while maintaining strong stakeholder relationships.