Meeting Services Coordinator

Position Summary
Pride Staff is seeking a highly organized and professional Meeting Services Coordinator to support one of our clients with the planning and execution of in-person, virtual, and hybrid meetings and events. This role is responsible for end-to-end logistics support, from pre-event planning and vendor coordination to on-site/online execution and post-event financial review. The ideal candidate is calm under pressure, a strong communicator, and enjoys managing multiple moving parts in a fast-paced environment.

Key Responsibilities
Pre-Event Planning:

• Meet with internal stakeholders and/or clients to clarify meeting purpose, goals, and requirements
• Assist in establishing event budgets and scope (attendee count, location, schedule, format)
• Create and maintain event timelines and checklists

Logistics Management:

• Research, scout, and book venues (hotels, conference centers, event spaces)
• Coordinate and negotiate with vendors including hotels, catering, audio-visual, and transportation
• Arrange speaker travel, lodging, and meeting needs

On-Site Meeting Operations:

• Oversee registration and attendee check-in processes
• Monitor catering, room setup, and audio-visual equipment
• Serve as a primary point of contact for resolving day-of issues, including technical or logistical challenges

Financial & Administrative Oversight:

• Review vendor contracts and event bills for accuracy
• Track expenses, approve invoices within guidelines, and maintain financial records
• Help ensure events are delivered within budget

Virtual & Hybrid Meeting Support:

• Set up and manage virtual meeting platforms (e.g., Zoom, Webex, Teams)
• Coordinate breakout sessions, Q&A, and other interactive components
• Monitor connectivity and troubleshoot basic technical issues for remote participants

General Administrative Support:

• Maintain detailed documentation and records for all meetings and events
• Prepare agendas, run-of-show documents, and post-event summaries
• Support continuous improvement of meeting processes, tools, and templates

Qualifications

Required:

• 3 years of corporate event planning experience
• Strong verbal and written communication skills
• Proven organizational and time management skills
• Demonstrated problem-solving ability and composure under pressure
• Proficiency with Microsoft Office and/or Google Workspace
• Experience using or willingness to learn virtual meeting platforms (Zoom, Webex, Teams, etc.)

Preferred:

• Bachelor's degree in Hospitality, Communications, Business, or related field
• Experience in event planning, meeting services, hospitality, or conference coordination
• Familiarity with budget tracking, vendor contracts, and financial reconciliation
• Certified Meeting Professional (CMP) is a plus, not required

Work Schedule & Environment
Schedule will vary based on meeting and event calendars; may include early mornings, evenings, or occasional weekends during peak events. Primarily remote, with potential on-site presence required for key events depending on client needs.

Compensation / Pay Rate (Up to): $28.00 - $32.00