Naylor Association Solutions

Meeting Coordinator

US-IL-Schaumburg

Overview

We are seeking a motivated and enthusiastic individual to join our meetings department as a Meeting Coordinator. As the Meeting Coordinator you will work directly with our Meeting Planners to support the execution of well over 100 meetings a year for our medical associations.  If you are a highly motivated, well-organized self-starter who enjoys working with deadlines and goals, you enjoy a job working with others as an individual contributor who is part of a team, and you want the opportunity to make a difference, join us today!

 

Responsibilities

  • Manage rooming for meetings including making rooming lists, tracking pick-up, watching for attrition, managing VIP/Speaker blocks, sending out reminders and hotel confirmations, managing correct billing to the Master Account and assigning concessions.  In addition, managing VIP flight arrangements & ordering airport transfers.
  • Coordinate all logistics for in-house meetings including ordering catering, arranging hotel reservations and airport transfers, research and select VIP dinner venues, and manage the day-of execution of all planned events. 
  • Track RFP responses, prepare proposal comparison charts and analyze meeting space for Meeting Planners to review.
  • When needed, team with Meeting Planner to plan evening functions for meetings including but not limited to Banquets, Galas, President’s Receptions, Welcome Receptions, Board Dinners, etc.  This would include researching event venues, planning menus, designing invitations and menu cards, and booking transportation, entertainment, and event décor.
  • Supervise the meeting packing process, including printing all pertinent reports, packing registration envelopes, preparing supplies, and shipping items in an organized and timely fashion.
  • Assist Meeting Planners onsite at larger meetings, managing the registration desk, and providing support to Planner as needed.  In time, this position would be able to run smaller state meetings, acting as the primary contact onsite. 
  • Complete new meeting checklists once contracts are signed, including creating the meeting binder, applying for direct bill status, preparing and sending registration information to the Publications team, updating the Master Calendar, and tracking and managing deposit schedules and other important dates. 
  • Assist Meeting Planners with department projects, including, but not limited to, maintaining the Master Calendar and Conflicts Calendar, tracking hotel points, updating the shipping schedule, purchasing VIP gifts, uploading documents in Policy Tech, update Meeting Space History and Rooming History charts, etc.

Qualifications

  • Bachelor's degree or equivalent
  • Minimum 1 year of direct work experience in meeting or conference planning experience; experience working with associations and/or medical meetings (CME) preferred
  • Demonstrated organizational skills; ability to efficiently multi-task and manage multiple projects while maintaining thorough records
  • Flexibility and adaptability; ability to balance changing and competing priorities
  • Strong interpersonal and excellent verbal and written communication skills (to negotiate contracts, communicate policies and procedures to diverse audiences, quickly establish and maintain professional external relationships, and liaise with a variety of internal and client staff members including executives)
  • Sound business acumen; ability to investigate and analyze information and make sound recommendations; ability to develop projected budgets
  • Ability to thrive in a fast-paced and dynamic environment
  • Stress management and pressure tolerance; ability to resolve problems efficiently
  • Ability to travel up to 30% of the time and work outside standard business hours including evenings or weekends when necessary

 

 

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