Meeting Coordinator

Large, professional health services firm is seeking a meeting planner to be responsible for all planning, details and logistics regarding meetings pertaining to continuing education programs. Responsible for constant communication with coaches and team members, organinizing events and managing programs. Responsibilities include: Pre-meeting: • Determining appropriate teams to attend and checking availability by communicating with Group Vice Presidents, Division Vice Presidents and Regional Operating Directors • Determining the most convenient location for sessions • Working to find and approve appropriate hotel space • Managing and approving the event venue and associated costs • Notifying coaches and determining availability / scheduling • Working to coordinate and approve AV needs • Managing the pre-meeting budget • Ordering all supplies • Monitoring all changes and cancellations • Creating evaluations On-site: • Arriving day before session • Meeting with hotel (pre-con or meeting with hotel contact) • Verification and approval of hotel charges and agreements • Verifying the food at each meal and break • Setting up office in hotel • Assisting teammates with any/all hotel issues and making appropriate related decisions • Setting up meeting room Post session: • Verification of Hotel Bill & monitor/rectify appropriate charges for approval • Scanning evaluations, input of comments and distribution of results • Updating metrics • Restocking materials • Providing any follow-up required • Debrief with Director on overall program, possible improvements and budget variances
REQUIREMENTS
3+ years experience in Event Coordination or Meeting Coordination.