Meeting & Events Coordinator II

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

Benefits offered by this job

Medical, dental, vision insurance

Open PTO Policy

Flight Training Rewards

Job summary

ForeFlight Austin is seeking an early-career Meetings & Events Coordinator to support planning, sourcing, contracting, and payment coordination for internal and external events. The role covers offsites, conferences, and client-facing activities, with hybrid work in Austin, TX.

You will handle sourcing, budgeting, logistics, and execution across the full lifecycle, coordinating with hotels, venues, and vendors while maintaining strong stakeholder relationships.

Qualifications

• 1 to 3 years of experience in event coordination or related field.
• Experience coordinating hotel room blocks, logistics, and AV needs.
• Ability to manage multiple events and stakeholders simultaneously.

Responsibilities

• Serve as the primary contact for event sourcing, contracting, payments, and logistics.
• Plan internal and external events, offsites, conferences, and trade shows.
• Coordinate with third-party registration, badges, materials, and on-site support.
• Negotiate contracts with hotels and venues; ensure policy compliance.
• Manage room blocks, cutoffs, attrition, and attendee communications.
• Oversee budgets, invoicing, and vendor payments; monitor timelines.

Skills

Event coordination

Budget tracking

Vendor management

A/V coordination

Communication

Project management

Tools

Cvent

Navan

Concur

Tropic

Coupa

Microsoft Office (Mac)

Job description

ForeFlight Austin
1801 E 6th St
Suite 400
Austin, TX 78702, USA

Description

The Meeting & Events Coordinator supports the planning, sourcing, contracting, and payment coordination for all company internal and external events. The role supports team offsites, internal conferences, hotel room blocks, trade shows, industry conferences, and client-facing event teams, and serves as the primary liaison between internal stakeholders and external vendors, venues, hotels, and service providers to ensure seamless event execution.

This is an early-career position within the Meetings & Events support function. The coordinator works across the full event support lifecycle — sourcing, contracting, budgeting, logistics, and execution. This is a hybrid role based in Austin, Texas, combining in-office and remote workdays.

Key Responsibilities:

Event Planning & Coordination

• 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

• Support coordination of event logistics, including venue layouts, room diagrams, seating arrangements, catering, audiovisual requirements, 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, and maintain accurate financial 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.

Basic Qualifications:

• 1 to 3 years of experience in event coordination, meeting planning, hospitality, or a related field.
• Experience coordinating hotel room blocks, including rooming lists, pickup reporting, attrition tracking, and cutoff dates.
• Experience coordinating event logistics, including venue setup, food and beverage, vendor management, and attendee support.
• Experience working with A/V providers to coordinate event technology and production requirements.
• Excellent organizational and project management skills with the ability to manage multiple priorities and deadlines.
• Strong written and verbal communication skills with the ability to collaborate effectively across teams and with external partners.
• Proficiency with Microsoft Office, including Excel, Outlook, and PowerPoint, in a Mac environment.
• Experience tracking budgets, processing invoices, and reconciling event expenses.
• Detail-oriented, proactive, and customer-focused with strong follow-through and problem-solving skills.

Preferred

• Experience in vendor management and contract negotiation, including the ability to review and track contract terms aligned to company policy.
• Experience in a corporate, association, hospitality, or hotel environment.
• Familiarity with event management and registration platforms such as Cvent.
• Experience with expense and procurement systems such as Navan, Concur, Tropic, or Coupa.
• Familiarity with virtual and hybrid event platforms and basic event technology troubleshooting
• Pilot or aviation enthusiast

About Jeppesen ForeFlight:

Jeppesen ForeFlight is a leading provider of innovative aviation software solutions, serving the Commercial, Business, Military, and General Aviation sectors globally. Combining Jeppesen’s 90-year legacy of accurate aeronautical data with ForeFlight’s expertise in cutting-edge aviation technology, the company delivers an integrated suite of tools designed to enhance safety, improve operational efficiency, and sharpen decision-making.

Why You Should Join (USA):

At Jeppesen ForeFlight, we know you want a rewarding career. To do that, you need challenging projects, a good work environment, and awesome coworkers. We believe in our employees, and we empower them to make a direct impact on our products and services messaging. We strive to provide our team and their loved ones with a world-class benefits experience, focused on supporting their physical, financial, and emotional wellbeing. Our benefits package includes but not limited to the following:

• Medical, dental, vision insurance with Employer paid health premiums
• Open PTO Policy
• 401(k) with up to 10% company matching and immediate vesting
• 12 Weeks Paid Parent Leave
• Flight Training Rewards

Pay is based upon candidate experience and qualifications, as well market and business considerations: Summary Pay Range: $78,000.00-$95,00.00

Jeppesen ForeFlight – EOE including Disability/Vets | Pay Transparency | E-Verify Participant

Equal Opportunity Employer/Protected Veterans/Individuals with Disabilities
This employer is required to notify all applicants of their rights pursuant to federal employment laws.For further information, please review the Know Your Rights notice from the Department of Labor.