Onsite Meeting Coordinator – Irvine (Part-Time, 10 Weeks)

The Fountain Group; Irvine (CA); On-site; USD 56,000 - 61,000; Part time

Job summary

The Fountain Group is seeking an Onsite Meeting Support Coordinator for a prominent pharmaceutical client in Irvine, CA. This is a part-time, intermittent contract spanning December 2026 through December 2027, with approximately 40–50 hours per scheduled week across 10 mandatory weeks.

Responsibilities include setting up meeting spaces, coordinating materials and shipping, managing participant registration, vendor coordination, and on-site problem solving.

Qualifications

• 3–5+ years of relevant professional experience in administrative support, event coordination, meeting support, or related roles.
• Must be local to the Irvine, CA area and able to work 100% onsite during all scheduled training weeks.
• Bachelor's degree is NOT required.
• Strong customer service, interpersonal communication, and stakeholder support skills.
• Proficiency with Microsoft 365 applications (Outlook, Word, Excel, Teams, PowerPoint).
• Ability to stand for extended periods and move meeting supplies as needed.

Responsibilities

• Prepare and organize meeting rooms, training materials, signage, name badges, and participant resources.
• Maintain inventory of meeting supplies and coordinate replenishment.
• Assist with room setup, breakdown, and general meeting preparation.
• Maintain shipping grids, prepare shipping labels, and coordinate outbound shipments.
• Escort attendees and internal teams between locations within the campus.
• Staff hospitality and registration desks; manage attendance and sign-in records.
• Coordinate with catering vendors for timely delivery and service.
• Provide onsite point of contact for participants, trainers, and stakeholders.
• Utilize Microsoft 365 for scheduling and communications.

Skills

Customer service

Organizational skills

Communication

Problem solving

Multitasking

Education

High school diploma

Tools

Microsoft 365

Outlook

Word

Excel

Teams

PowerPoint

Job description

The Fountain Group is seeking an Onsite Meeting Support Coordinator for a prominent pharmaceutical client in Irvine, CA. This is a part-time, intermittent contract spanning December 2026 through December 2027, with approximately 40–50 hours per scheduled week across 10 mandatory weeks.

Responsibilities include setting up meeting spaces, coordinating materials and shipping, managing participant registration, vendor coordination, and on-site problem solving.