Meetings & Events Operations Specialist

Vision2Voice, Inc.; Chicago, Omaha (IL, NE); On-site; USD 50,000 - 55,000; Full time

Job summary

Vision2Voice, Inc. in Chicago, IL is seeking a Coordinator, Meeting & Event Operations to manage meetings from site search through execution, program reconciliation, and attendee spend reporting.

The role collaborates with internal and client stakeholders, hotels, vendors, and travel partners to deliver high-quality meetings that align with budget and regulatory requirements. You will work in a team-focused environment on our Client Services team, ensuring contractual obligations are met and

Qualifications

• BA or BS degree with a Meeting Planning or Business focus
• Pharmaceutical or medical education industry knowledge is a plus
• Good communication and people interaction skills
• Strong organizational and project management skills
• Understanding of meeting-related technical needs, such as AV
• Ability to work in a team arrangement and alone
• Good problem-solving skills

Responsibilities

• Collaborate with program management staff to manage the overall logistics of meetings
• Coordinate preparation and distribution of participant, faculty, and client logistics correspondence
• Coordinate travel arrangements and partner with approved travel agencies as needed
• Coordinate hotel arrangements, meeting space requirements, Food and Beverage orders, audiovisual services, ground transportation, and other logistics
• Negotiate cost-effective arrangements on behalf of the client
• Assist with sourcing venues, review contracts and related documentation
• Ensure that all contractual obligations are met and that meetings comply with pharmaceutical industry regulations
• Assist in health care provider spend reporting by identifying per person expenses in reconciliation process
• Process invoices, reconcile expenses and maintain accurate financial records for meetings
• Maintain compliance with company policies and industry guidelines related to meeting planning and management
• Coordinate the selection, ordering and tracking of meeting materials ensuring that they arrive on time and at the proper destination
• Ensure that client quality standards are upheld at all times

Skills

Communication skills

Organizational skills

Project management

AV tech knowledge

Team & solo work

Problem solving

Education

BA or BS degree in Meeting Planning or Business

Job description

Vision2Voice, Inc. in Chicago, IL is seeking a Coordinator, Meeting & Event Operations to manage meetings from site search through execution, program reconciliation, and attendee spend reporting.

The role collaborates with internal and client stakeholders, hotels, vendors, and travel partners to deliver high-quality meetings that align with budget and regulatory requirements. You will work in a team-focused environment on our Client Services team, ensuring contractual obligations are met and