Meetings Coordinator

Paylocity; Brentwood, Northern (TN, KY); Hybrid; USD 42,000 - 64,000; Full time

Benefits offered by this job

Medical, Vision, and Dental insurance

401(k)

Parental leave - 6 weeks

Job summary

Parthenon Management Group (PMG) is seeking a Meetings Coordinator to support the Meetings Department in a hybrid/remote role. You will assist with logistics, client communications, and materials for professional society meetings, collaborating with senior leaders and cross-functional teams.

The position emphasizes attention to detail, organization, and the ability to handle multiple assignments while supporting PMG’s standards of excellence.

Qualifications

• Strong written and verbal communication skills.
• Ability to manage multiple tasks and priorities with attention to detail.
• Experience supporting meetings and events for associations is preferred.

Responsibilities

• Assist with meetings logistics and coordination for client events.
• Manage email and phone communications for clients and internal teams.
• Support creation and editing of meeting materials and reports.
• Coordinate registration, budgets, and shipments related to meetings.
• Support sponsorships, exhibit fulfillment, and event payments as needed.

Skills

Interpersonal skills

Written communication

Organizational skills

Education

Bachelor’s degree in management, business, event management, or related areas

Tools

Microsoft Office

Job description

Description

Position: Meetings Coordinator

Reports to: Senior Meetings Manager

Department: Meetings

Location: Hybrid/Remote

We are Solutionaries.

Parthenon Management Group is an association management company offering management services to professional and trade associations. We offer strategic guidance and bring creative solutions with a vision for the future.?

The Meetings Coordinator supports PMG’s goals, values, and philosophy by exhibiting the following behaviors: excellence, quality service, commitment, and accountability. The Meetings Coordinator should represent PMG’s core DNA traits: authentic, tireless, and fearless. The Meetings Coordinator performs high level administrative duties necessary to support the meetings management services PMG provides to professional societies. This position is responsible for supporting the Vice President of Client Operations, Senior Meetings Leaders, Senior Meetings Managers, Senior Meetings Content Managers, Meetings Managers, and Meetings Content Managers and enhancing the brand of PMG and its clients as described below.

PRIMARY DUTIES AND RESPONSIBILITIES include the following but are not limited to:

• Assists Senior Meetings Leader and Senior Meetings Manager with meetings logistics needs, where possible.
• Managing incoming and outgoing email and mail correspondence for clients.
• Answering designated phone lines for clients.
• Overseeing PMG Meetings Storage Closet and Storage Unit to ensure client materials remain organized.
• Building & testing registration and submission of database systems.
• Submitting meeting educational grants for clients.
• Reviewing and editing content materials, including abstract books, pocket guides, and other collateral meetings.
• Creating and analyzing evaluation meeting reports for historical purposes.
• Building continuing education documents and event evaluation forms.
• Managing sponsorship and exhibit fulfillment for PMG Clients as assigned.
• Processing event payments (registration, continuing education, submission fees, etc.).
• Assisting with marketing emails for clients in tandem with the Marketing team.
• Managing meetings, inventory, and order items when depleted.
• Packing & unpacking meetings shipments at the Brentwood office.
• Scheduling shipments by facilitating pickups at the Brentwood office.
• Potential travel to client meetings, where needed.
• Assisting with projects assigned by Senior Meetings Leaders and VP of Client Operations.
• Performs other duties as assigned.

SUPERVISORY RESPONSIBILITIES

None

QUALIFICATIONS

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skills, and/or abilities required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

WORK ENVIRONMENT

Position is in an office setting that involves everyday risks or discomforts requiring normal safety precautions. On occasion, the individual must be able to do moderately demanding physical activity such as handling and opening boxes weighing 35-40 pounds, standing, and walking extensively throughout the day. Limited to moderate travel is required, including long hours on-site at conferences.

BENEFITS

People come first at PMG. That goes for both our clients and our team members. We are known for our exceptional customer service and work ethics. Our clients are like family to us! But our real families are also a priority. From flexible work schedules, including work-from-home plans, paid volunteer days, profit sharing, and more, PMG takes great care of its team members.

• We offer:
• Medical, Vision, and Dental insurance
• Disability insurance
• 401(k)
• 2 Personal Days, 8 Paid Holidays, PTO Days
• 6 weeks parental leave
• Employee Development
• PMG offers one paid Give Back Day to employees where team members can volunteer at their favorite cause on PMG's dime.
• We are passionate about creating a workplace that promotes and values diversity. We serve associations who are global, multicultural, and diverse, and we want to reflect that inside our walls. More importantly, creating an environment where everyone, from any background, can do their best work is just the right thing to do.

Requirements

EDUCATION AND/OR EXPERIENCE

• Bachelor’s degree in management, business, event management, or related areas preferred.
• Previous experience working with non-profit societies.
• Previous experience working with academic/scientific meetings.
• Knowledge of membership database software is helpful. The ability to learn such software quickly and to become proficient essential.

OTHER SKILLS

• Good written communication skills.
• Excellent interpersonal skills.
• Mastery of Microsoft Office software.
• Must be well organized, have the ability to handle multiple assignments, and pay close attention to details.