Meeting Coordinator

Job Description

Job Description

JOB SUMMARY:

The Meeting Coordinator can work with various work styles in a fast-paced, team-oriented, multi-tasking environment. Attention to detail, organization, proactive thinking, flexibility, and time management efficiency skills are necessary. Additionally, the Meeting Coordinator will be responsible for independent assignments.

ESSENTIAL FUNCTIONS:

COMMITTEE MEETING LOGISTICS:

• Secure proper hotel meeting space and hotel rooms, prepare meeting specs, rooming lists and catering orders, coordinate transportation needs, and secure off-site dinner locations for assigned local committee meetings. Prepare necessary contracts.
• Collaborate with Committee Liaison(s) and keep them informed of arrangements.
• Obtain, review and process hotel, transportation, and dinner invoices post meetings.

ANNUAL MEETING:

• Signage: Manage process for meeting and building requests. Place and review orders with local vendor and prepare for shipment. Collaborate look and feel, and venue specific needs with Planner handling Deco and Production Coordinator handling Digital signage. Process vendor invoice to correct budget accounts.
• Program Draft: Maintain updates and accuracy throughout process. Makes sure accessible to building on ATM AM Resources page.
• First Aid: Planning with Center to understand requirements and protocols. As requirements dictate, prepare First Aid Schedule, submit staffing orders, review and process final invoice.
• Site Visit: Attends Fall preplanning site to learn about venue execution specifics, meet with potential vendors and assist team as needed.
• Attends June AM: Executes responsibilities and events as assigned
• Gratuities: Assist Meetings Manager on-site with gratuity process
• Prepares First Aid schedule. Works in advance with Center contact in relation to office, venue first aid requirements and protocols.
• Assists Manager with official gratuity process on-site

AM TRANSPORTATION:

• Manage RFP and selection process for Bussing Company.
• Execute contracts.
• Prepare bussing requirements and prepare final logistics with the selected firm.
• Arranges for Executive Committee and Past Presidents Shuttles.
• Executes rouge buses and manages web-site information.

AM PGA TASK FORCE STAFF LIAISON -TRAFFIC GENERAL

• Liaison to task force Director
• Arrange scheduling and interpretation for two Task Force zoom calls. Prepare and distribute minutes.
• On-site Responsibilities: Assist task force Director as needed. Attend PGA Leadership Meeting, PGA Kickoff and PGA/PDC Dinner

MISCELLANEOUS ANNUAL MEETING RESPONSIBILITIES:

• Attends Fall site visits, assist Manager and Annual Meeting team as needed.
• Attends June Annual Meeting.
• Prepares First Aid schedule. Works in advance with Center contact in relation to office, venue first aid requirements and protocols.
• Assists Manager with official gratuity process on-site

TOP OF THE TABLE REGISTRATION:

• Responsible for coordinating registration process and attends TOT Annual Meeting overseeing the Registration Area.
• Prepare and manages registration vendor and contracting process as well as SOW. Coordinates pre- and post- meetings with registration company and MDRT Staff
• Provides registration company with copy for the website.
• Designs floor plan and works with Decorator to layout on-site environment to include Registration, Foundation, Membership Hub and Restaurant Reservations
• Coordinates all registration categories with registration company & MDRT staff.
• Coordinate and order all registration related print materials (badge holder, ribbons and tickets)
• Assists members and fellow MDRT staff with any questions pertaining to logistics or other registration related concerns.
• Manages Pre-Printed Packets for VIP registration.
• Manages the order of all supplies required for registration.
• Provides lists to various team members as well as a weekly registration report once registration opens.
• Manages ADA & Special Needs Requests
• Manage confirmation letters for pre-meeting events
• On-site Training of Temps (registration and Restaurant Reservations).

TOT SIGNAGE:

• Update headers for permanent signage with Meeting Look and Feel.
• Update signage copy that fits into the permanent signage for Afternoon sessions and Offices.
• Order Meter signages if required through decorator for Fed-Ex.
• Ensure on-site placement of signage.

TOT MAILBOX:

• Daily monitoring of all incoming e-mails, responding or forwarding to correct person/department within 24 hours.

TOT FIRST AID:

• Obtain First Aid protocol from the hotel.
• Ensure on-site placement and execution.
• Final Bill reconciliation.
• Gratuities with the Meeting Planner.

ANY OTHER DUTIES AS ASSIGNED BY THE DIRECTOR.

KNOWLEDGE, SKILLS AND ABILITIES:

• 3-5 years’ of meeting experience.
• Stakeholder focus and relationship management.
• Experience managing vendor contracts.
• Experience with project and budget management
• Effective communication skills.
• Participates in collaborative team environment and builds team effectiveness.
• Ability to travel, as needed.