Coordinator, Global Meetings & Events

Spencer Stuart is seeking a highly motivated and detail-oriented Coordinator to join our Global Meetings & Events Department. This full-time, entry-level, hybrid role is based in Spencer Stuart’s Chicago office and offers an exciting opportunity to contribute to the planning and execution of internal meetings and events, in-person and virtual, around the world ranging in size from eight to more than 400 attendees. Joining the members of the Global Meetings & Events team, the Coordinator will play a key role in supporting event planning and logistics, ensuring seamless execution, and delivering exceptional attendee experiences. Responsibilities Include: • Meeting & Event Planning Support: • Conduct comprehensive research on hotels and dining venues; help compile details and create site reports that are presented to key stakeholders • Create detailed attendee and rooming lists in Excel and Workday to support event logistics and accounting processes • Assist with tracking and reporting event expenses to ensure budget transparency and spend accuracy • Review and proofread department communications to ensure accuracy of spelling, grammar, punctuation, and style/branding consistency • Support document management processes, including obtaining contract signatures, managing e-mail correspondence, and organizing electronic files • Create and produce printed materials including name badges, place cards, signage, and other event collateral • Build on-line event registration sites in Cvent using standard templates and guidance • Manage and input registration data from event participants • Support planning and execution of virtual meetings, partnering with internal IT team • On-site Event Support & Execution: • Deliver on-site support for Chicago-based meetings and events, including coordinating meeting room setups, partnering with internal IT colleagues for coordination and testing of AV equipment, managing catering deliveries and presentation, advancing off-site reception and dinner venues, and responding to attendee needs • Assist with the setup of planning offices and organize event-related supplies • Prepare and manage name badge displays and welcome collateral to ensure a seamless attendee arrival experience • Review meeting and meal setups against BEOs to verify accuracy and uphold quality standards • Assist with other elements of event execution as needed, such as transportation arrangements, signage placement, collateral distribution to attendees, meeting and dinner place cards, addressing attendee requests, etc. Preferred Experience, Skills and Abilities • Bachelor’s degree or background in hospitality or meeting/event planning preferred • Collaborative team player who thrives in a dynamic environment, with the ability to work independently and prioritize to meet deadlines • Proven ability to track multiple tasks and responsibilities simultaneously • Strong organizational, analytical and follow-through skills • Exceptional communication skills — verbal, written, listening — with a sharp eye for proofreading and editing • Highly detail-oriented with a client-service mindset • Proficient in Microsoft Office Suite, including Excel, Word, Outlook and PowerPoint • Experience with electronic survey tools and data entry preferred; familiarity with Cvent is a plus • Interest in exploring and applying AI tools to enhance event planning processes and output • Ability to exercise good judgment, professionalism, and discretion in handling sensitive information • Prior exposure to meeting/event planning desired, preferably in a corporate, professional services, or academic setting • Ability to lift and move items up to 25 pounds (e.g., event materials such as boxes, banners, easels/signage, and supplies) • Willingness and ability to travel domestically and internationally for event support and planning purposes, typically once annually for 10 to 12 days, and potentially twice a year for 3 to 5 days.