Job title: Meeting Coordinator
Department: Meeting Services
Location: Memphis, Nashville. or Chattanooga, TN
Reports to: Director of Meeting Services, Senior Meeting Planner, or Meeting Planner
Supervises: None
FLSA Status: Full Time, Exempt
Mgmt Level: 2
Travel: 30%
Position Summary:
The Meeting Coordinator helps manage and execute successful meetings and incentive
programs virtually, locally, and nationally. This position works with several departments and
demands extensive customer service skills, professionalism, and a willingness to handle all
planning and administrative details of meetings. This role works in a team environment for
meeting services accounts, including turn-key event management and operational support.
Job Responsibilities
* Support Meeting Services team with:
o Registration and attendee management support
o Meeting coordination duties
o Maintaining accurate and organized files for internal and external programs
o Gathering and preparing data in preparation of upcoming projects and identifying
future needs to complete projects
o RFP processing, including sourcing, negotiation, and contracting
o Managing agendas, meeting specs, diagrams, BEOs, signage plans, materials
fulfillment, shipping, etc.
o Proposal writing and development
o Client site visit coordination
o Contract and invoice management
o Developing and maintaining relationships with hotel personnel at the property and
national level
o Developing and maintaining relationships with venues and vendors, both locally
and through program coordination efforts
o Assisting with financial reconciliation
o Attending networking events
* Execute small to medium meetings, events and/or conferences as the meeting services
lead
* Support local events team with meeting or event management services
* Participate as an active member of a local industry association
* Occasional department administrative duties
Qualifications:
* Bachelor's degree from an accredited four-year college or university in hospitality or a
related field
* 2-4 years' industry experience, such as previous employment in corporate meetings and
events, non-profit events, convention sales or services, destination management, hotel
sales or services
* Knowledgeable of market and industry trends
* Knowledgeable of registration platforms, Cvent experience preferred
* Knowledge of Memphis as a destination
Competencies:
* Excellent communicator with ability to influence and persuade across all levels of the
organization while exercising a high degree of tact and diplomacy
* Customer-service oriented
* Strong writing and communications skills
* Excellent organizational skills/habits
* Demonstrated creative and critical thinking skills
* Strong business analytics, relationship management, strategy development, project
management, and problem-solving skills
* Ability to multitask and manage competing priorities
* Technically savvy and advanced
* Professional and positive approach
* Self-motivated team player
* Strong computer skills, including work with MAC and PC, Excel, PowerPoint, Publisher,
Dropbox, and more
* Ability to travel and work nights and weekends as requested
* Operate job-costed positions onsite as requested
* Commit to becoming Cvent-certified within the first year of employment, as well as
obtaining CMP accreditation within three years of employment
* Great team member: willing to pitch in to help colleagues when needed
* Detail-oriented, organized, analytical, and enjoys combing through data in Excel.
Environmental Conditions and Physical Demands:
Employee required to spend a portion of time in a seated position looking at a computer
screen. Employee required to do some standing and walking. Employee will be in a welllighted,
heated and/or air-conditioned indoor office setting with adequate ventilation.
Company Summary:
LEO Events is a woman-owned, owner-operated, award-winning, diverse supplier of the most
meaningful and memorable events. Founded in 2012, LEO has consistently showcased fresh and
fearless creativity, inventive tactics, and an exceptionally collaborative approach to event design
and production. Our increasingly diverse staff of 90+ full-time employees is distributed
nationwide with main offices in Memphis, Nashville, and Chattanooga, Tennessee.
Compensation details: 50000-50000 Yearly Salary
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