Meetings and Events Coordinator

Job Description

How does this role impact First Command?

As the Meetings and Events Coordinator, you will plan, coordinate, and execute corporate meetings, conferences, trade shows, training programs, and special events from concept through completion. This role is responsible for managing multiple events simultaneously while delivering exceptional service, seamless logistics, and successful event outcomes. You will collaborate with internal stakeholders, vendors, and venue partners to arrange accommodations, transportation, catering, meeting space, and related event services, ensuring an outstanding attendee experience through proactive planning, attention to detail, and a customer-focused approach. Serving as a trusted partner to internal clients and corporate guests, you will communicate effectively with audiences at all levels of the organization and support the Associate Director, Meetings & Events in the planning and execution of key enterprise events, including Sales Summit, Advisor Awards Conference, Circle of Excellence, and Spring and Fall Workshops. The ideal candidate thrives in a fast-paced environment, successfully balancing competing priorities, adapting to changing business needs, resolving challenges with professionalism, and maintaining a high standard of execution under pressure.

What will the employee do in this role?

Plan, coordinate and execute corporate meetings, conferences, training programs, workshops, and special events from inception through completionEnsure clear delivery expectations are established with stakeholders and clients for each eventCoordinate meals, hotel rooms, ground and air transportationMaintain detailed event timelines, schedules and logistics plansCoordinate meeting room setups, audiovisual requirements, signage, and onsite event executionPrepare room set up with Property Management and event venuesPrepare BEO’s with event venuesRespond in a timely manner to all incoming calls and e-mails regarding meetings and eventsAct as a backup for the other members of the meetings and events teamAssist meetings and events team with annual conferences administrative tasks - Sales Summit, Advisor Awards Celebration, and Circle of ExcellenceManage event registration system (Cvent), attendee communications, and reporting to ensure seamless participant experienceAssist the Manager with administrative tasks as requiredCoordinate trade shows participation and execution; including staffing, facilitates, on-site booth set up, and logisticsMonitor event budgets, process invoices, reconcile expenses and maintain accurate financial recordsMaintain exception customer service while interacting with executives, employees, field advisors and external partnersTrack event metrics, gather attendee feedback, and provide post-event reporting and recommendations for future improvementSupport multiple simultaneous meetings and/or events while meeting deadlines and maintaining attention to detailMaintain compliance with company policies, travel guidelines, and event management procedures

What skills and qualifications do you need?

Education

High school diploma or equivalent required; associate’s or bachelor’s degree in hospitality, Event Management, Business Administration, Marketing, or related field preferred

Work Experience

Minimum 3-5 years of professional experience in event planning, meeting management, hospitality, administrative support, or a related field

Certifications

Certified Meeting Professional (CMP) certification preferred but not requiredCommitment to ongoing professional development in meetings, events, or hospitality industry is encouraged

Required Knowledge, Skills, And Abilities

Exceptional interpersonal, communication, and customer service skills, with the ability to build strong relationships with stakeholders, vendors, and attendees.Strong organizational and project management abilities with exceptional attention to detailAbility to manage multiple priorities, meet deadlines, and adapt to changing business needs in a fast-paced environmentDemonstrated ability to work independently with minimal supervision while exercising sound judgement and initiativeExperience planning and executing corporate meetings, conferences, training events, trade shows, and special eventsProficiency with event management and registration platforms, such as Cvent or similar systemsAdvanced proficiency in Microsoft Office applications, including Outlook, Word, Excel, PowerPoint, and TeamsStrong written and verbal communication skills, with the ability to effectively interact with individuals at all levels of the organizationAbility to coordinate complex logistics, including travel, accommodations, transportation, catering and venue arrangementsCommitment to delivering exceptional customer service and creating positive attendee experiencesValid driver’s license, reliable transportation, and willingness to use a personal vehicle for business-related errands, event support and site visits when requiredAbility to travel and provide onsite support for meetings and events as needed, including occasional evening or weekend assignmentsDomestic travel may be required up to 5-7%

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