Meeting/ Event Coordinator

Spectraforce Technologies; Newark (NJ); Hybrid; USD 55,000 - 75,000; Full time

Job summary

Spectraforce Technologies in Newark, NJ is seeking a Meeting/Event Coordinator for a hybrid role (3–4 days onsite) to lead end-to-end planning and on-site delivery of meetings at the Newark Campus.

You will partner with clients to plan events, coordinate AV, venue and catering, manage workloads and budgets, and provide on-site leadership. Flexibility for extended hours and fast-changing priorities is required.

Qualifications

• Two years or more of meeting planning experience.
• Understanding of hospitality industry and client services.
• Undergraduate degree or relevant related experience.

Responsibilities

• Partner with clients to plan and execute meetings aligned with goals.
• Coordinate AV, venue, catering and other logistics for each event.
• Review on-site workload daily to ensure all planning aspects are covered.
• Provide on-site leadership of meetings.
• Collaborate with vendors and external resources to secure services within budget.
• Oversee meeting budgets and reconciliation.
• Manage high volumes of deliverables and meet deadlines.
• Address urgent items swiftly and accurately.

Skills

Meeting planning

Vendor management

Budget oversight

Communication

Multitasking

Education

Undergraduate degree

Tools

MS Word

MS Excel

PowerPoint

Job description

Job Title - Meeting/Event Coordinator (Hybrid - 3-4 days onsite)

Job Location: Newark, NJ

Duration: 06+ Months

Description

The Meeting Planner is primarily accountable for the logistical planning, coordination and onsite delivery of meetings held on premise on the Newark Campus. Meetings and conferences range in scope from small to midsize programs.

Responsibilities

• Partner with clients to plan, develop and successfully execute meetings in line with their goals.
• Coordinate AV, venue, catering needs, among other logistics, for each meeting/event.
• Review on‑site workload daily to ensure all aspects of planning have been addressed.
• Provide on‑site leadership of meetings.
• Collaborate with internal third‑party vendors and external sourcing to evaluate and procure resources within budget and negotiate vendor agreements as needed.
• Oversight of meeting/conference budgets and reconciliation.
• Capacity to manage large volume of deliverables, meeting deadlines and responding to changing priorities.
• Address urgent items swiftly and accurately.

Qualifications

• Minimum of two (2) years prior meeting planning experience.
• Understanding of hospitality industry and client services.
• Undergraduate degree or relevant related experience.

Core Competencies

• Aptitude to multi‑task/plan numerous meetings simultaneously while still demonstrating a strong attention to detail.
• Ability to collaborate and cultivate strong relationships with key business partners and vendors.
• Management and development of all logistical components associated with meetings and conferences.
• Work strategically to best use internal meeting space and resources.
• Strong organization and time management skills; ability to remain flexible and prioritize effectively.
• Judgment and problem‑solving skills to resolve unique and/or unanticipated challenges.
• Exceptional verbal and written communications, including persuasive communication skills and ability to exercise diplomacy consistently.
• Ability to maintain composure and professionalism under pressure.
• Exceptional customer service‑oriented skills with a polished, professional presentation.
• A strong sense of urgency and the ability to problem solve.
• Creative and strategic thinking capability to think outside the box and bring new perspectives.
• Strong initiative and work ethic; ability to maintain integrity in all situations.
• Team player, but able to work independently with limited direct supervision.
• Comfortable working in a fast‑paced ever‑changing team environment.
• Ability to make sound decisions.
• Prepared to work flexible schedules and/or extended hours to meet clients' business needs.
• Personal computer skills including proficiency in Word, Excel and PowerPoint.