Hybrid Meetings & Events Coordinator

Society for Mining, Metallurgy & Exploration Inc. (SME); Englewood (CO); Hybrid; USD 28,000 - 33,000; Full time

Benefits offered by this job

Medical, Dental, Vision

8% bonus potential

Winter Break

Flexible work schedule

Job summary

Society for Mining, Metallurgy & Exploration Inc. (SME) in Englewood, CO is seeking a Meeting Coordinator to provide administrative and logistical support for conferences, meetings, and related events.

You will coordinate timelines, track deliverables, maintain event records, and handle registration administration to ensure a high-quality attendee experience. The role requires a bachelor’s degree in business or related field, 2+ years in administrative/event support, and strong organizational

Qualifications

• Bachelor’s degree in business administration or related field or equivalent years of experience.
• 2+ years of administrative, coordination, customer service, or event support experience.
• Strong organizational skills with the ability to manage multiple deadlines and shifting priorities.
• Excellent written and verbal communication skills with a service-oriented approach.
• Proficiency with Microsoft 365 tools (Outlook, Excel, Teams, Word); comfort learning new platforms.
• High attention to detail and accuracy in tracking, documentation, and data entry.

Responsibilities

• Provide administrative support for event registration in the AMS/event platform, including basic setup support, testing, and documentation.
• Monitor the Meetings inbox/phone line; respond to routine attendee questions or triage to appropriate staff.
• Process individual and group registrations, including adjustments, confirmations, cancellations, refunds (per policy), promo code issues, and special requests.
• Provide meeting registration invoices, receipts, transfers, cancellations and refunds.
• Assist with attendee communications including confirmations, reminders, on-site instructions, and FAQ updates.
• Supports logistics, including tours, transportation, activities, menu selection, guarantees, billing and all specifics of meeting planning.
• Maintain and update conference planning calendars, project plans, and task lists; track deadlines and follow up on action items.
• Schedule meetings, build agendas, capture notes/action items, and distribute updates to internal teams and partners.
• Maintain organized records of contracts, proposals, vendor communications, rooming lists, BEO details, and event documentation.
• Support event budgeting administration by tracking invoices, purchase orders, payments, credits, and expenses.
• Frequent communication with association staff, association members, vendors, and hotel staff.
• Maintains current lists of available venues, services, and pricing options.
• Rotate to front desk coverage weekly, greet and assist members, visitors, and team members at the front desk.
• Support membership and programs by verifying member status for registration pricing, credentials, and access.
• Back up other administrative functions during peak membership periods or staff absence as assigned.
• Back up warehouse support, process book orders, outgoing mail, etc.

Skills

Administrative support

Event coordination

Customer service

Microsoft 365

Education

Bachelor's degree in business administration or related field

Tools

AMS/event platforms

MS Office 365

Job description

Society for Mining, Metallurgy & Exploration Inc. (SME) in Englewood, CO is seeking a Meeting Coordinator to provide administrative and logistical support for conferences, meetings, and related events.

You will coordinate timelines, track deliverables, maintain event records, and handle registration administration to ensure a high-quality attendee experience. The role requires a bachelor’s degree in business or related field, 2+ years in administrative/event support, and strong organizational