Program Coordinator

Summit Planners Inc. — Meetings & Incentives; Indianapolis (IN); Hybrid; USD 40,000 - 55,000; Full time

Benefits offered by this job

Yearly bonus

Two airline tickets for travel/reearch

Earned comp days

Matched IRA Contributions

2 weeks vacation

Work 2 days a week from home

Job summary

Summit Planners, Inc. is seeking a detail-oriented Program Coordinator to support incentive travel planning and execution.

The role involves coordinating with hotels and airlines, managing event information, and ensuring flawless onsite support for attendees. You will work under Account Managers to deliver exceptional service, develop proposals, and assist with travel arrangements for international programs, leveraging strong organizational and communication skills.

Qualifications

• Event planning or hotel operations experience preferred.
• Strong organizational skills.
• Proficiency in Microsoft Office.
• Ability to travel internationally.

Responsibilities

• Communicating with suppliers to accommodate attendee requests and book air travel where needed (SABRE).
• Sourcing events by developing RFIs/RFPs, distributing them to hotels, and maintaining information for presentations.
• Creating and maintaining event web pages, online registration pages, and travel information pages; training provided as needed.
• Onsite assistance to manage hotel accommodations, answer attendee questions, and resolve issues.

Skills

Strong organizational skills

Communication skills

Office experience

Tools

SABRE

Apollo

Amadeus

Job description

Company: Summit Planners, Inc- www.spmeetings.com

Hiring Location: Indianapolis, IN

Salary: Will vary on based experience

Contact: Nick Riedle - Director [e-mail] 574-968-4301

Posting Date: 7/23/2026

About Summit Planners

Summit Planners was founded in 2002 by two meeting planning industry-veteran women seeking to transform the traditional travel-agency model into a specialized meeting-planning powerhouse. Today, we are a family business whose team excels in executing large-scale international corporate incentives-blending the strategic savvy of top-tier meeting planners with the on-the-ground resourcefulness of international travel directors. From negotiating with hoteliers in Cancun to rerouting Maui-bound attendees stranded by Midwest blizzards, our people thrive on ingenuity, responsiveness, and boundless energy.

Our company culture thrives on ingenuity, resourcefulness, responsiveness and energy. The corporations we work with are headquartered across the United States in a variety of industries and often hire us to assist existing planning departments with international incentives or large meetings. The majority of our work takes us to destinations in the Caribbean and Mexico.

Position Description:

We're looking to hire a detail oriented, energetic, professional with a passion for a career in meeting planning. To be a good cultural fit at Summit, they should have an interest in international travel, highly developed organizational skills and a good sense of humor. He or she should be excited to expand their knowledge and capabilities in all aspects of incentive planning and execution.

If hired, you will work at the direction of Account Managers to ensure the planning of events is flawless, all attendee questions and issues are resolved quickly and professionally, and the details of a program are recorded accurately. The ideal Program Coordinator will have some experience in the event planning or hospitality industry. Daily responsibilities will include:

• Communicating with Suppliers: Incentive attendees often want to customize their experience. As a Program Coordinator you will be in charge of making sure the hotel and other suppliers can accommodate such requests. We also book airline reservations directly with the airlines through SABRE. You will book some air tickets as we train you on SABRE.
• Sourcing events: Summit is often charged with finding the perfect hotel for our clients in the right destination. You would assist in developing Requests for Proposals, distributing them to hotels and making further inquiries as necessary. Once RFP's are returned you would help maintain the information, and develop presentations.
• Digital Communication Information: Summit creates event web pages, online registration pages, and travel information pages for its events. As the program coordinator you would help create and maintain each of these areas. This does not require you to have webpage creation training or knowledge. This is something we will train you on.
• Onsite Assistance: Our clients often hire us to assist them onsite to manage the hotel accommodations, answer attendee questions, and deal with problems that may arise. You would go onsite to assist in each of these areas.

REQUIREMENTS:

• Event planning or hotel operations experience preferred
• Strong organizational skills
• Experience working in an office and communicating with professionals
• Proficiency in Microsoft Office
• Ability to travel internationally. The months of January through March are particularly busy travel times. Program Coordinators typically travel 6-7 days for a program and may travel for multiple programs during busy season.
• Experience with GDS system (SABRE, Apollo, or Amadeus) would be a plus
• Yearly bonus and other bonus opportunities
• Work 2 days a week from home during our low season
• Two airline tickets for travel/research (after 1 year of service)
• 2 weeks of vacation
• Earned comp days
• Global entry paid for
• Matched IRA Contributions