Meeting Coordinator

Role Overview

The Meeting Coordinator plays a key supporting role for AMI Meeting Managers, assisting planners throughout the entire meeting lifecycle—from initial planning to event closure. Responsibilities include creating and managing registration websites, coordinating printed materials and meeting collateral, overseeing bin preparation and shipping, handling expenses, sales related to exhibitors and sponsorships, and offering general client support as needed.

Key Responsibilities

• Develop and maintain meeting registration websites with a required minimum of one year of prior experience in website creation and upkeep.
• Handle attendee registrations and related communications effectively.
• Manage internal communications to ensure smooth event operations.
• Supervise the creation and distribution of printed materials and collateral needed for meetings.
• Assist Meeting Planners with a variety of administrative tasks requiring precision and attention to detail.
• Operate Cvent and Veeva platforms to manage event processes comprehensively.
• Manage all aspects of attendee engagement, including invitations, handling inquiries, and providing excellent customer service.
• Ensure accurate data entry into internal and client expense systems, maintaining 100% accuracy.
• Oversee incoming and outgoing fax communications related to meeting operations.
• Prepare meeting bins meticulously, ensuring necessary supplies are packed and ready for shipment.
• Create and print meeting-related collateral materials.
• Support Meeting Planners with all meeting-related tasks, including processing virtual meeting cards when applicable.
• Customize and manage supply bins tailored to each specific event.
• Recommend improvements to company systems and workflows to enhance efficiency and client service quality.
• Provide on-site meeting support and travel as required.

Requirements

• Bachelor’s degree required, preferably in Hospitality Management.