On-Site Meetings & Events Coordinator

Short; Indianapolis (IN); On-site; USD 25,000 - 39,000; Full time

Benefits offered by this job

Medical Insurance

Dental Insurance

Vision Insurance

Life Insurance

Disability Insurance

401(k) plan

Paid Time Off

Job summary

Short’s Travel Management in Indianapolis, IN is seeking a Meetings Coordinator to join the NCAA Meetings and Convention team. This on-site role supports planning, execution, and reconciliation of NCAA internal meetings and events, collaborating with vendors and clients to coordinate logistics and logistics-related tasks.

The position offers a competitive hourly rate with comprehensive benefits, including medical, dental, vision, life and disability insurance, a 401(k) plan, and paid time off.

Qualifications

• Bachelor’s Degree or equivalent experience preferred.
• Ability to work a flexible schedule and travel if needed.
• Experience in event coordination, meeting planning, hospitality, or related field.
• Strong organizational and multitasking ability.
• Excellent written and verbal communication skills.
• Customer service experience in a professional environment.

Responsibilities

• Collaborates on the day-to-day operations of the NCAA Conference Center with Short’s Travel meeting and event planning team and other respective vendors.
• Demonstrates meeting planning knowledge, skills and abilities specifically as it relates to the daily planning and execution of NCAA internal meetings, to include room set-ups, catering and audio-visual needs.
• Serves as Short's Travel meeting and events office client interface at NCAA office.
• Learns all areas of Short’s Travel systems and processes including meeting requests, registration, purchase card use and reconciliation.
• Assists director of events, housing manager, and meeting and event planners as needed.
• Utilizes exceptional customer service capabilities including, but not limited to: above average listening skills, negotiating and communication skills, creative thinking mindset with problem solving capabilities, detail oriented with excellent, timely follow through.
• Ability to communicate with a variety of people in multiple facets not limited to: verbally, phone, email, etc.
• Deliver excellent customer service through clear communication, problem solving, and timely follow through.
• Provides support with venue sourcing and contracting, predominantly restaurants with private dining rooms. Negotiate the best rates and contract terms to ensure cost savings and risk management. Review contracts for consistent date, location and spacing needs prior to final authorization.
• Coordinate food and beverage menu planning for internal conference center meetings.
• Support multiple projects simultaneously while maintaining accuracy and attention to detail.
• Manage meeting requests and event documentation using internal systems and workflows.
• Assist with event registration platforms, attendee tracking, and communication management.
• Prepare and distribute event reports, rooming lists, and meeting summaries.
• Provide administrative support such as scheduling, documentation management, inbox monitoring, data entry, and general clerical tasks.
• Demonstrates the ability to be a good team player: cross-trained or available for cross utilization, dependable and reliable, is flexible with the ability to multi-task.
• We are a team at Short’s Travel Management and as such, you may be expected to assist in other departments or handle tasks outside of your typical position scope for the benefit of our clients or company.

Skills

Organization

multitasking

Communication

Customer service

Flexibility

Event coordination

Education

Bachelor’s degree or equivalent experience

Tools

Microsoft Office

Asana

Job description

Short’s Travel Management in Indianapolis, IN is seeking a Meetings Coordinator to join the NCAA Meetings and Convention team. This on-site role supports planning, execution, and reconciliation of NCAA internal meetings and events, collaborating with vendors and clients to coordinate logistics and logistics-related tasks.

The position offers a competitive hourly rate with comprehensive benefits, including medical, dental, vision, life and disability insurance, a 401(k) plan, and paid time off.