Meeting Coordinator

Addison Group; Chicago (IL); On-site; USD 33,000 - 37,000; Full time

Benefits offered by this job

Medical insurance

Dental insurance

Vision insurance

401(k)

Job summary

Addison Group is seeking a Conference and Meeting Coordinator to support planning and execution of organizational conferences, meetings, and events in the Hyde Park area of Chicago. You will manage logistics, coordinate with vendors, prepare attendee materials, and collaborate with multiple stakeholders to ensure seamless operations before, during, and after events.

The role requires strong organizational skills, attention to detail, and the ability to work under tight deadlines.

Qualifications

• Proven ability to manage multiple priorities in a fast-paced environment.
• Strong communication, organizational, and customer service skills.
• Detail-oriented with excellent problem-solving abilities.
• Comfortable working under tight deadlines and adapting to changing priorities.
• Proficiency in Microsoft Office Suite (Intermediate–Advanced) and virtual meeting platforms (Zoom or similar).
• Experience with event management software (Cvent or similar) and expense management platforms (Concur preferred).
• On-site role at a downtown Chicago location.
• Professional business casual dress code required.
• Opportunity to support high-profile events within a respected civic and social organization.
• Collaborative and dynamic work environment.
• Exposure to national-level conference and meeting planning.

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

Communication

Organizational skills

Customer service

Detail oriented

Problem solving

Adaptability

Tools

Microsoft Office

Zoom

Cvent

Concur

Job description

Job Title: Conference and Meeting Coordinator

Location: Southside Chicago, IL – Hyde Park Area

Industry: Civic & Social Organization

Compensation: $24.00 – $27.00 / Hour

Benefits: This position may be eligible for medical, dental, vision, and 401(k).

About Our Client:

Addison Group is hiring for our client, an established international service organization. They host large-scale events and conferences across multiple chapters and are seeking a skilled professional to support their busy calendar of meetings and gatherings.

Job Description:

The Conference and Meeting Coordinator will support planning and execution of organizational conferences, meetings, and events. This role requires attention to detail, strong organizational skills, and the ability to collaborate with multiple stakeholders. You will manage logistics, coordinate with vendors, and ensure smooth operations before, during, and after events.

Key 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.

Qualifications:

• Proven ability to manage multiple priorities in a fast-paced environment.
• Strong communication, organizational, and customer service skills.
• Detail-oriented with excellent problem-solving abilities.
• Comfortable working under tight deadlines and adapting to changing priorities.
• Proficiency in Microsoft Office Suite (Intermediate–Advanced) and virtual meeting platforms (Zoom or similar).
• Experience with event management software (Cvent or similar) and expense management platforms (Concur preferred).
• On-site role at a downtown Chicago location.
• Professional business casual dress code required.
• Opportunity to support high-profile events within a respected civic and social organization.
• Collaborative and dynamic work environment.
• Exposure to national-level conference and meeting planning.

Addison Group is an Equal Opportunity Employer. Addison Group provides equal employment opportunities (EEO) to all employees and applicants for employment without regard to race, color, religion, gender, sexual orientation, national origin, age, disability, genetic information, marital status, amnesty, or status as a covered veteran in accordance with applicable federal, state and local laws. Addison Group complies with applicable state and local laws governing non-discrimination in employment in every location in which the company has facilities. Reasonable accommodation is available for qualified individuals with disabilities, upon request.