On-Site Conference & Meeting Coordinator — Chicago

Addison Group; Chicago (IL); On-site; USD 33,000 - 37,000; Full time

Benefits offered by this job

Medical insurance

Dental insurance

Vision insurance

401(k)

Job summary

Addison Group is seeking a Conference and Meeting Coordinator to support planning and execution of organizational conferences, meetings, and events in Southside Chicago, IL (Hyde Park Area). This role requires attention to detail, strong organizational skills, and the ability to collaborate with multiple stakeholders.

You will manage logistics, coordinate with vendors, and ensure smooth operations before, during, and after events.

Qualifications

• Proven ability to manage multiple priorities in a fast-paced environment.
• Strong communication, organizational, and customer service skills.
• Detail-oriented with excellent problem-solving abilities.
• Comfortable working under tight deadlines and adapting to changing priorities.
• Proficiency in Microsoft Office Suite (Intermediate–Advanced) and virtual meeting platforms (Zoom or similar).
• Experience with event management software (Cvent or similar) and expense management platforms (Concur preferred).
• On-site role at a downtown Chicago location.
• Professional business casual dress code required.
• Opportunity to support high-profile events within a respected civic and social organization.
• Collaborative and dynamic work environment.
• Exposure to national-level conference and meeting planning.

Responsibilities

• Coordinate logistics for conferences and meetings, including room assignments, travel arrangements, and event materials.
• Prepare and distribute confirmation letters, emails, and attendee materials.
• Research, present, and liaise with external vendors to secure services and coordinate event details.
• Communicate effectively with members, staff, and other stakeholders regarding event information.
• Process event-related invoices and manage expenses through expense management software.
• Support the development and distribution of onsite materials in coordination with various departments.

Skills

Multitasking

Communication skills

Organizational skills

Customer service

Attention to detail

Problem-solving

Deadline management

Flexible/adaptable

Tools

MS Office Suite

Zoom

Cvent

Concur

Job description

Addison Group is seeking a Conference and Meeting Coordinator to support planning and execution of organizational conferences, meetings, and events in Southside Chicago, IL (Hyde Park Area). This role requires attention to detail, strong organizational skills, and the ability to collaborate with multiple stakeholders.

You will manage logistics, coordinate with vendors, and ensure smooth operations before, during, and after events.