Meeting Coordinator

We are seeking a highly organized and detail-oriented Meeting Coordinator to join our team. This role is crucial in supporting the planning team and our clients, mainly in the pharmaceutical, bioscience, medical, and life science industries. We are a fast-paced office, expanding, and need additional support to help us manage and deliver the highest level of service to our clients.

This position is local to Colorado (Denver area) and requires four days in the office in Golden, Colorado.

Key Responsibilities:
Assist meeting planners in event logistics including attendee management, gifting, décor, and onsite support.
Print production support for conference signage, badging, and additional onsite print materials.
Assist with client templates/uploads to launch projects, i.e. request for proposals, sourcing reports, presentation decks.
Hotel rooming lists, cross-checks, reporting/tracking.
Communication support with vendors (décor, florists, entertainment, and hotel partners).
Office administrative support, including ordering supplies, packing, shipping, and general maintenance of office main areas and storage room.
Technology support: mobile apps, conference websites, registration forms,
Vendor sourcing support for miscellaneous conference needs such as transportation, photography/photo booths, tote bags, lanyards, specialty F&B, and more.

Education and Experience:
Required: Bachelor’s degree in hospitality management, event management, marketing, or communications.
Required: Experience supporting event/conference teams and/or project management teams.
Required: Experience with presentation and design tools (ie. Canva).
Experience with MS Office including Teams, Planner, and SharePoint.
Experience with software for registration management (ie. Cvent) and mobile app solutions.

Skills and Abilities:
Ability to thrive in a fast-paced environment.
Ability to work on multiple clients at a given time to meet client deliverables.
Ability to travel 10% of the year, domestic and international.
Detail oriented with the eye to conduct quality checks on documents such as contracts and communications to client/attendees.
Ability to work effectively with many stakeholders of differing communication styles.
Proactive approach with ability to manage tasks and assignments efficiently.
Passionate about learning and leveraging new technologies.

Benefits:
Compensation commensurate with experience.
Ten paid holidays and generous vacation package with base + accrued days based on travel needs.
Health insurance & company-funded Health Savings Accounts.
Dental coverage.
Partial cell phone reimbursement.
401k with company matching plan.