Meeting Coordinator

ConferenceSource, LLC; Evergreen (CO); On-site; USD 55,000 - 65,000; Full time

Benefits offered by this job

Health Insurance

Health Savings Account

Cell phone reimbursement

401k matching

Year-end bonus

Paid holidays

Vacation package

Job summary

ConferenceSource, LLC is seeking a highly organized Meeting Coordinator to support planning teams for pharmaceutical, bioscience, medical, and life science events. The role requires four days in Golden, CO, with in-office work in the Denver area, and travel up to 10% domestically and internationally.

You will assist with attendee management, signage printing, templates, and vendor coordination, leveraging Canva and MS Office tools.

Qualifications

• Bachelor’s degree in hospitality management, event management, marketing, or communications.
• Experience supporting event/conference teams and/or project management teams.
• Experience with presentation and design tools (e.g., Canva).
• Experience with MS Office including Teams, Planner, and SharePoint.
• Experience with software for registration management (e.g., Cvent) and mobile app solutions.

Responsibilities

• Support meeting planners with event logistics including attendee management, gifting, décor, and onsite support.
• Print production support for conference signage, badging, and onsite print materials.
• Assist with client templates/uploads to launch projects (RFPs, sourcing reports, decks).
• Coordinate with vendors (decor, florists, entertainment, hotel partners).
• Perform office admin tasks: supplies, packing, shipping, and storage area maintenance.
• Provide technology support for mobile apps, conference websites, and registration forms.
• Assist with vendor sourcing for transportation, photography, tote bags, lanyards, and food & beverage.

Skills

Organizational skills

Detail oriented

Multi-tasking

Travel coordination

Client communication

Education

Bachelor’s degree in hospitality management

Event management

Marketing

Communications

Tools

Canva

MS Office (Teams, Planner, SharePoint)

Cvent

Mobile apps

Job description

We are seeking a highly organized and detail-oriented Meeting Coordinator to join our team. This role is crucial in supporting the planning team and our clients, mainly in the pharmaceutical, bioscience, medical, and life science industries. We are a fast-paced office, expanding, and need additional support to help us manage and deliver the highest level of service to our clients.

This position is local to Colorado (Denver area) and requires four days in the office in Golden, Colorado. Salary range: $55k-$65k based on experience.

Key Responsibilities:

• Assist meeting planners in event logistics including attendee management, gifting, décor, and onsite support.
• Print production support for conference signage, badging, and additional onsite print materials.
• Assist with client templates/uploads to launch projects, i.e. request for proposals, sourcing reports, presentation decks.
• Communication support with vendors (décor, florists, entertainment, and hotel partners).
• Office administrative support, including ordering supplies, packing, shipping, and general maintenance of office main areas and storage room.
• Technology support: mobile apps, conference websites, registration forms,
• Vendor sourcing support for miscellaneous conference needs such as transportation, photography/photo booths, tote bags, lanyards, specialty F&B, and more.

Education and Experience:

• Required: Bachelor’s degree in hospitality management, event management, marketing, or communications.
• Required: Experience supporting event/conference teams and/or project management teams.
• Required: Experience with presentation and design tools (ie. Canva).
• Experience with MS Office including Teams, Planner, and SharePoint.
• Experience with software for registration management (ie. Cvent) and mobile app solutions.

Skills and Abilities:

• Ability to thrive in a fast-paced environment.
• Ability to work on multiple clients at a given time to meet client deliverables.
• Ability to travel 10% of the year, domestic and international.
• Detail oriented with the eye to conduct quality checks on documents such as contracts and communications to client/attendees.
• Ability to work effectively with many stakeholders of differing communication styles.
• Proactive approach with ability to manage tasks and assignments efficiently.
• Passionate about learning and leveraging new technologies.
• Compensation commensurate with experience.
• Ten paid holidays and generous vacation package with base + accrued days based on travel needs.
• Health insurance & company-funded Health Savings Accounts.
• Partial cell phone reimbursement.
• 401kwith company matching plan.
• Opportunity for end of year bonus.
• Company support of the cost of attending educational programs, as approved by a manager and/or time with company.

ConferenceSource -- http://www.conference-source.com – is a National Women’s Business Enterprise that plans meetings and events of all sizes for companies ranging from startups to Fortune 500. Whether it’s a national sales meeting, product launch, incentive trip, advisory board or any other corporate event, we pride ourselves on doing whatever it takes to ensure an unforgettable meeting experience for our clients.

ConferenceSource is an Equal Opportunity Employer. We do not discriminate based on race, religion, color, sex, gender identity, sexual orientation, age, non-disqualifying physical or mental disability, national origin, veteran status, or any other basis covered by appropriate law. All employment is decided based on qualifications, merit, and business needs.