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Meeting Coordinator Resume Samples
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0-5 years of experience
I was brought in to assist the sales team with the RSA conference in San Francisco. My main role was scheduling meetings for the CEO and assisting with the planning of two networking events.
- Negotiated contract details such as food & beverage, pricing, and site layout for networking events.
- Scheduled meetings between
- Assisted sales team in creating Use Cases and presentations.
- Facilitated networking and sales pitches at networking events with Head of Global Sales.
- Utilized social media outlets such as Twitter & LinkedIn to promote and market LemonFish.
0-5 years of experience
Created templates and implement meeting planning techniques to improve strategic meeting department processes
- Facilitated event activities and execution including site setup/breakdown
- Managed all facets of logistical planning from comprehensive client and corporate communication, attendee management, timelines and schedule
- Handled on-site execution of program by coordinating the efforts of the hosts, hotel, vendors and staff, and troubleshooting any challenges which may
6-10 years of experience
- Managed and traveled to 18 – 24 US meetings each year including pharmaceutical speakers’ bureaus, advisory boards, medical symposia, continuing medical education conferences, and consultants’ dinners
- Directly supervised onsite logistics, direct on-site staff, and monitor event activities
- Met with current and prospective clients to understand the purpose of their program and their needs
- Planned the full scope of events including time, location, and costs
- Solicited bids from venues and service providers, orchestrated site visits and negotiated hotel contracts
- Coordinated all event logistics including room blocks, air travel, ground transfers, and catering
- Reviewed event invoices to ensure accuracy and coordinated and tracked payments to vendors
- Implemented and maintained a database to track all clients and their needs, hotel venues, and policies to increase streamling of production
10+ years of experience
- Coordinated sponsorships with EVP of Marketing for attendance of sales team at the yearly broker dealer conferences, registered the external and internal wholesaler attendees and assisted with travel arrangements, prepared pre / post conference/meeting shipments via assigned exhibitor service provider.
- Maintained corporate yearly conference calendar that tracked wholesaler’s meeting and conference attendance for accurate entry into Salesforce calendar; eliminated unnecessary information.
- Created and maintained a budget spreadsheet which tracked all conference sponsor costs and meeting support requests from sales team; spreadsheet assisted syndication accounting team to generate additional reports and identify specific areas where spending could be cut.
- Assisted EVP of Marketing with annual corporate due diligence meeting and training / education meetings by generating invite lists through database queries; used Cvent for sending meeting evites.
0-5 years of experience
- Contractor for a company that helps pharmaceutical companies plan meetings for healthcare professionals to obtain CME credits.
- Responsible for planning forty meetings a month, high volume and fast paced.
- Contacted venues for contract and BEOs.
- Prepared and shipped all materials necessary to send to onsite meeting planning professional
0-5 years of experience
- Ensures strength based family engagement, teaming and individualized service plans.
- Assures the protection of children who are at risk of abuse and/or neglect.
- Achieves a permanent plan for each child placed out of their home within one year of the initial placement in accordance with ASFA.
- Ensures compliance as established by the Exit and Substantiality Plan with all case handling standards as defined within Safe Measures.
- Improves and build relationships within the community and within the agency.
- Implements case practice during interactions with clients. To improve and develop family engagement skills with staff and to meet all time frames regarding Family Team Meetings and case reviews
- Engages fathers in case planning and case management.
- Develops rapport with families based upon accepted professional standards that include supportive counseling and crisis intervention.
0-5 years of experience
- Travel to/from meeting locations to work on-site and interact directly with client, Travel Directors, hotel staff, 3rd Party Vendors, and meeting attendees
- Create meeting specifications and group resumes for each individual meeting
- Create meeting budgets and complete budget reconciliations at the conclusion of each meeting as well as complete all legal reporting according to the Sunshine Act and client guidelines
- Manage databases, registrations, and interact with meeting attendees and 3rd party companies via e-mail and phone on a daily basis
- Create registration websites and Invitations on CVent
- Train new hires in office procedures, Microsoft Office applications, customer service, and other various daily duties
- Create and update registration websites as well as the iPhone, iPad, and Android app “iMeet†for individual meetings
- Pack and ship onsite kit with supplies and create print materials for each meeting
0-5 years of experience
- Answer high-volume phones and greet and escort clients to designated meeting rooms
- Facilitate meeting room work order escalations and coordinate with audio/visual, catering and facilities management teams to ensure all requirements are communicated and fulfilled
- Inspect room readiness with required multimedia, food and beverage and event materials
- Manage event timeline and communicate to all relevant parties any changes in status or special requirements
- Maintain overall appearance and functionality of meeting rooms for quality assurance and meets company standards
0-5 years of experience
- Successfully plan and execute advisory boards, sales meetings, congresses, workshops, product theaters, dinner series, and corporate events
- Manage relationships with vendors
- Create and manage meeting budgets
- Act as liaison and consultant for HCPs, patients, vendors, clients, and internal team
- Create program deliverables such as registration web-sites, welcome packets, arrival/departure and rooming lists
- Provide exceptional customer service to clients
- Responsible for reporting Transfer of Value
0-5 years of experience
- Coordinate meetings using Lotus Notes for 5 Business Area Managers and 30+ patent inventors
- Back-up for ordering of supplies through BonD for executives and support staff
- Maintain log of catering services for meetings and provide quarterly report
- Record and distribute minutes for weekly FDA review conference call
- Assist with project based assignments on as-needed basis
10+ years of experience
- Coordinator all meetings, seminars, and workshops in Bay Area.
- Assisted with office schedules and office supplies.
- Responsible for incoming calls for customer service and attendees for meetings.
- Processed orders into AS400 and invoices at end of day with shipping charges.
- Responsible for coordinating meeting, arranging, ordering catering, portfolios for meetings.
- Processed all credit card postings and charges/credit for customers.
0-5 years of experience
Worked daily with Executive chef on menus, catering and events
- Planning and marketing for all catering and events
- Ensure restaurant manager(s) are well prepared for meetings including assisting in organizing and attending meetings
- Provide additional support by taking notes or dictation; provide manager(s) with general assistance during presentations
- Review weekly expense reports and P&L
- Maintain up-to-date online calendar for multiple restaurant concept
0-5 years of experience
- Plan and execute 30 plus meetings a year for Premiere Dealerships across the US and internationally
- Work within groups budget to arrange activities, dinners, and transportation
- Work directly with hotels Conference Manager to execute flawless meetings
- Negotiate contracts of event aspects, hotels, and speakers
- Proof-read and edit marketing and educational material
- Serve as the primary contact for NCM clients
- Define work and timelines that need to be completed
- Track and report progress to assure timely adaptive action is taken
0-5 years of experience
- Assist Meeting Event Managers in coordinating meetings
- Register new meetings and mange reports on internal system
- Create on-site materials for meetings
Meeting Coordinator Duties and Responsibilities
Meeting coordinators perform varied job duties that differ based on the meetings and events they plan and the various vendors and contractors involved with each event. However, there are some core tasks associated with this job that are common despite those differences:
Find and Book Venues Meeting coordinators find and schedule venues to hold meetings and events of all types.
Plan Itineraries and Menus Meeting coordinators design and plan event itineraries. They also plan menus and hire caterers to provide food and drinks at meetings and special events.
Hire Vendors Meeting coordinators find and hire various vendors to provide services at meetings, including vendors who set up audiovisual equipment, decorators, and other event professionals. They speak with these vendors to negotiate fair prices for rentals, staff, and other services.
Manage Speakers Meeting coordinators invite speakers, confirm their attendance, and prepare any materials or equipment needed for their presentations.
Process Payments Meeting coordinators pay vendors out of the event budget and keep track of all receipts and invoices.
Inspect Sites Meeting coordinators travel to venues to perform visual inspections and ensure that all preparations are in place prior to events.
Supervise Meeting coordinators directly supervise all event staff.
Make Transportation Arrangements Meeting coordinators manage all transportation and parking arrangements for meetings and events to ensure that guests and speakers arrive at the occasion on time.
Meeting Coordinator Skills and Qualifications
Meeting coordinators are detail-oriented professionals who use strong negotiation skills and excellent time management to plan, coordinate, and execute all aspects of meetings and events. Companies that hire meeting coordinators seek professionals who have the following skills:
- Problem-solving skills – meeting coordinators manage issues with events and vendors as they arise, which requires good problem-solving skills
- Time management – meeting coordinators use time management skills to manage event deadlines and ensure that all preparations are in place prior to the event
- Communication skills – meeting coordinators use verbal and written communication skills to give instructions to vendors and write invitations
- Attention to detail – meeting coordinators manage guest speakers, attendants, venues, and other issues, which requires strong attention to detail
- Mathematics – meeting coordinators use math skills to plan and execute events within a given budget
- Negotiation – meeting coordinators use persuasion and interpersonal skills to negotiate affordable rates on venues, rentals, and vendor services
- Computer skills – meeting coordinators use spreadsheets, email, and other software to plan and arrange events, which requires some computer skills
Meeting Coordinator Education and Training
Companies that hire full-time meeting coordinators look for candidates who have a bachelor’s degree in marketing, hospitality, business management, or a similar field of study, though many will accept an associate’s degree in addition to previous meeting coordination experience. Meeting coordinators also often put together their own portfolios showcasing successful meetings and events they’ve planned in the past. Employers provide little training to meeting coordinators, who already have the skills and expertise needed to successfully plan meetings and events of all types.
Meeting Coordinator Salary and Outlook
Meeting, convention, and event planners earn $48,290 in median yearly income, or $23.22 per hour. Bureau of Labor Statistics (BLS) estimates show employment in this field growing 11 percent by 2026, a faster-than-average rate of job growth. Employers who hire full-time meeting coordinators typically provide complete benefit packages that include health, life, vision, and dental insurance coverage. Retirement planning, paid vacation days, and paid sick days are usually included in these packages. Companies also provide meeting coordinators with travel reimbursement and event-planning budgets. Meeting coordinators who work for themselves as independent contractors receive no benefits from their employers and maintain responsibility for their own healthcare and vacation needs.
Helpful Resources
Use these resources to find jobs for meeting coordinators, browse training and education materials, and learn helpful tips and strategies for achieving success in this career:
Professional Convention Management Association – visit the PCMA website to search for jobs, browse news updates and other content, and find upcoming industry conferences and networking opportunities
Bad Meetings Happen to Good People: How to Run Meetings That Are Effective, Focused, and Produce Results – learn how to plan successful, effective meetings, and avoid the pitfalls and mistakes that can lead to a bad meeting, with the tips and techniques in this book
Meeting Professionals International – look for education programs, event-planning resources, and jobs for meeting coordinators and other event planners at the MPA website
The Event Planner’s First Aid Kit: All Your Need-to-Know’s and How-To’s to Get Your Event Moving – this book is a first aid kit for all event planners and meeting coordinators. The text includes useful tips for managing problems and creating great events of all types
Event Planners Association – discover education and training tools for meeting coordinators and event planners at this site, as well as useful resources and job listings
The Event Planning Handbook: Essentials to Successful Event Management – this book focuses on the five main elements of planning any event and putting them together to design a truly successful occasion
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Meeting Coordinator
Last edited by: Gabriela Barcenas, CONTENT STRATEGIST -
Gabriela Barcenas
CONTENT STRATEGISTGabriela is a Certified Professional Resume Writer (CPRW) and career adviser. With 10 years of digital media experience and five years of resume writing expertise, her publication history includes fashion, education, travel, social justice, equitable design and career advice.
