Coordinator, Global Meetings Events

This full-time, entry-level, hybrid role is based in Spencer Stuarts 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. The Coordinator also will assist with ongoing departmental operations and administrative responsibilities. Since this role is entry-level, comprehensive training and tailored guidance will be provided by team members to ensure the development of skills necessary for long-term success./ppLocation: Chicago/ppKey Relationships:/ppReports To: Director, Global Meetings Events/ppOther key relationships:/ppGlobal Meetings Events managers and planners/ppAdministrative Managers/ppExecutive Engagement Administrators/ppAccounting Department/ppTax Legal Department/ppResponsibilities Include:/ppMeeting Event Planning Support:/pulliConduct comprehensive research on hotels and dining venues; help compile details and create site reports that are presented to key stakeholders/liliCreate detailed attendee and rooming lists in Excel and Workday to support event logistics and accounting processes/liliAssist with tracking and reporting event expenses to ensure budget transparency and spend accuracy/liliReview and proofread department communications to ensure accuracy of spelling, grammar, punctuation, and style/branding consistency/liliSupport document management processes, including obtaining contract signatures, managing e-mail correspondence, and organizing electronic files/liliCreate and produce printed materials including name badges, place cards, signage, and other event collateral/liliBuild on-line event registration sites in Cvent using standard templates and guidance/liliManage and input registration data from event participants/liliSupport planning and execution of virtual meetings, partnering with internal IT team/li/ulpOn-site Event Support Execution:/pulliDeliver 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/liliAssist with the setup of planning offices and organize event-related supplies/liliPrepare and manage name badge displays and welcome collateral to ensure a seamless attendee arrival experience/liliReview meeting and meal setups against BEOs to verify accuracy and uphold quality standards/liliAssist 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./liliPartner with team members to pack and ship remaining materials and supplies post-event/li/ulpAdministrative/Departmental Operational Support and Oversight:/pulliMaintain departmental Excel databases containing meeting, attendee and cost details, ensuring data is accurate and up to date/liliOversee firmwide and departmental event calendars/liliManage attendee contact data and lists in Cvent to support communication outreach/liliAssist in invoice collection and vendor payment processing, including wire transfers and credit transactions; ensure proper coding and filing of billing documentation/liliConduct research and maintain a central repository of hotel and venue information to support planning initiatives/liliProvide monthly departmental briefings on relevant developments and trends within the meeting planning and hospitality industries/liliOrganize and electronically file collateral materials from sales visits, site inspections, and vendor engagements/liliProcure meeting supplies and event collateral; manage teams Chicago-based in-office supply inventory/liliCoordinate occasional inbound and outbound departmental shipments, liaising with venues to ensure delivery and receipt/liliPrepare and distribute meeting minutes and conference call notes/li/ulpPreferred Experience, Skills and Abilities:/pulliBachelors degree in hospitality, meeting/event management, marketing, communications or business preferred/liliCollaborative team player who thrives in a dynamic environment, with the ability to work independently and prioritize to meet deadlines/liliProven ability to track multiple tasks and responsibilities simultaneously/liliStrong organizational, analytical and follow-through skills/liliExceptional communication skills verbal, written, listening with a sharp eye for proofreading and editing/liliHighly detail-oriented with a client-service mindset/liliProficient in Microsoft Office Suite, including Excel, Word, Outlook and PowerPoint/liliExperience with electronic survey tools and data entry preferred; familiarity with Cvent is a plus/liliInterest in exploring and applying AI tools to enhance event planning processes and output/liliAbility to exercise good judgment, professionalism, and discretion in handling sensitive information/liliPrior exposure to meeting/event planning desired, preferably in a corporate, professional services, or academic setting/liliAbility to lift and move items up to 25 pounds (e.g., event materials such as boxes, banners, easels/signage, and supplies)/liliWillingness 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./li/ulpThe base compensation for this position is $50,000 per year. The actual base compensation offered will be dependent on the individuals skills, experiences, and qualifications.