Hybrid Meetings & Events Coordinator II

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

Benefits offered by this job

Medical, dental, vision insurance

Open PTO policy

401(k) with company matching

Paid parental leave

Flight training rewards

Job summary

Jeppesen ForeFlight in Austin, Texas is seeking an early-career Meetings & Events Coordinator to plan, source, contract, and coordinate payments for internal and external events. You will support team offsites, conferences, hotel room blocks, and client-facing activities, acting as the liaison between stakeholders and vendors for seamless execution.

The role covers sourcing, budgeting, logistics, and post-event activities, with a hybrid in-office/remote schedule.

Qualifications

• 1 to 3 years of experience in event coordination, meeting planning, hospitality, or a related field.

Responsibilities

• Serve as the primary point of contact for event sourcing, contracting, payment coordination, and logistical support.
• Plan and coordinate internal events, including team offsites, company meetings, conferences, and hotel room blocks.
• Support external event planning such as trade shows, industry conferences, and client-facing activities, including booth reservations, shipping logistics, registration, and on‑site execution.
• Coordinate with third‑party attendee registration, name badges, event materials, and related event support services.
• Coordinate sourcing, negotiation tracking, and contracting process with hotels, venues, and vendors, ensuring compliance with company policy, procurement terms, deadlines, and financial commitments.
• Manage hotel room blocks, including rooming lists, pickup tracking, attrition management, cutoff dates, and attendee communications.
• Maintain and update vendor and venue databases, including contract history, pricing, and performance metrics.
• Event Logistics & On‑Site Execution: coordinates venue layouts, room diagrams, seating, catering, A/V, and vendor scheduling.
• Partner with A/V providers to define technical requirements, obtain quotes, and coordinate equipment and on‑site support.
• Serve as the internal event lead when required, resolving issues and ensuring successful execution from setup through event closeout.
• Budget & Financial Administration: process invoices and vendor payments, reconcile event expenses, maintain records.
• Monitor event budgets and timelines, proactively identifying risks, potential cost overruns, or scheduling issues.
• Post‑Event Support & Process Improvement: support post‑event activities, including invoice reconciliation, stakeholder feedback, reporting, and lessons learned.
• Continuously improve event support and management processes, workflows, and vendor relationships.

Skills

Organizational skills

Project management

Communication skills

Mac Office proficiency

Budget tracking

Vendor coordination

Tools

Microsoft Excel

Microsoft Outlook

PowerPoint

Navan

Concur

Tropic

Coupa

Cvent

Job description

Jeppesen ForeFlight in Austin, Texas is seeking an early-career Meetings & Events Coordinator to plan, source, contract, and coordinate payments for internal and external events. You will support team offsites, conferences, hotel room blocks, and client-facing activities, acting as the liaison between stakeholders and vendors for seamless execution.

The role covers sourcing, budgeting, logistics, and post-event activities, with a hybrid in-office/remote schedule.