Meeting & Events Coordinator II

Jeppesen ForeFlight

Austin (TX)

Hybrid

USD 78,000 - 95,000

Full time

38 hours ago

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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

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

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.

Sourcing, Contracting & Vendor Management

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: