Conference and Meeting Coordinator; freelance

Overview

Our client, an international service organization dedicated to sisterhood, scholarship, and service, is looking for a Conference and Meeting Events Coordinator to join their team on a long-term contract basis, starting immediately. This will be 40 hours/week, onsite in Chicago. Position is needed to support high-volume event season.

• Assist with planning and execution of upcoming conferences and meetings.
• Manage administrative meeting logistics, including: prepare rooming lists, conference materials, travel chart and reports as required.
• Create confirmation letters and emails.
• Manage external vendors: research & present possible vendors, coordinate details. Communicate with members, staff, regarding event information.
• Develop and distribute event materials as required, including onsite materials from all pertinent departments/staff.
• Process payment for meeting related invoices. Manage and work with Concur for expense management.

• Strong organizational and multitasking skills.
• Excellent communication and customer service abilities.
• Ability to work under tight deadlines and adapt to changes. Detail-oriented with strong problem-solving skills.
• Microsoft Office Suite (Intermediate to Advanced), Zoom/Virtual Meeting Platforms (Intermediate), Event Management Software (Cvent or similar preferred), Concur Software (expense management).

This is an opportunity to play a key role in producing some of the most inspiring and high-profile gatherings in the organization’s history
. You’ll work alongside a team dedicated to excellence, collaboration, and service—while supporting events that empower and celebrate women of impact across the nation.