Meeting Coordinator Resume Samples

Description :

1. Provides efficient and effective administrative and client service support in the day-to-day operations of assigned accounts managing many projects simultaneously.
2. Interfaces with relationship managers and research project managers ensuring successful scheduling of all client consultations.
3. Interfaces with clients and advisors to schedule consultations and reschedule as necessary.
4. Interfaces with 3rd party conference call services to troubleshoot real-time issues as necessary.
5. Generates client usage reports.
6. Assists with monthly billing for assigned accounts.
7. Performs other administrative-related duties as required and assigned by supervisor.

Experience

2-5 Years

Level

Junior

Education

Bachelor's

Description :

1. Continually makes outbound calls to qualifying restaurants.
2. Qualifies restaurants and making sure they meet program criteria Maintaining a friendly professional relationship with three Restaurant Consultants throughout the country.
3. Plans daily schedules for all three Restaurant Consultants.
4. Convinces owners, partners, investors, and marketing directors to agree to meet for a ten minute power point with Restaurant Consultants.
5. Confirms all appointments and making sure all are held.
6. Maintains a happy relationship with large franchises marketing directors on behalf of Restaurant Consultants.
7. Researches specific markets on a daily basis for each field rep.
8. Prepares a plan of attack on various markets to finally plan Restaurant Consultants trip.

Experience

10+ Years

Level

Senior

Education

Associates

Description :

1. Responsible for all set up of meetings from team meetings, to outside vendors and board meetings.
2. Scheduled all catering.
3. Developed and maintained relationships with all food, office supply and travel vendors.
4. Maintained and reconciled office purchasing card.
5. Responsible for maintaining all office supplies and repairs.
6. Created, organized and planned all office social activities.
7. Implemented several processes for food and supply ordering, FedEx shipping, meeting planning and setup.
8. Created and ran expense report training for all new hire employees at Plano corporate office.

Experience

2-5 Years

Level

Junior

Education

Bachelor's

Description :

1. Responsible for all aspects of event management including post event administrative tasks such as reconciliation and reporting.
2. Responsible for organizing amenities, meeting space, meeting supplies, audio visual equipment, transportation, and accommodations for the event.
3. Successfully negotiated contracts for clients with hotel and ground transportation suppliers saving 10-30 % on client contracts.
4. Conducted city research, performed site visits, and provided resources to enable customers to select the best site for their event.
5. Served as the primary contact with all vendors and customers throughout the life of the event.
6. Worked closely with the management team to improve the event planning and implementation process.
7. Organized timelines and floor plans for the duration of the meeting.
8. Prepared, researched and managed activities out of the meeting scoop.

Experience

2-5 Years

Level

Junior

Education

Bachelor's

Description :

1. Promoted to Meeting Coordinator for the Bauer Conference Center to plan high-level internal functions and supervised workers to set-up meetings; housing several conference rooms.
2. Ordered IT (visual) requests.
3. Managed production of the events to ensure success.
4. Reconciled the American Express Bill calculating thousands of dollars and collected backup from several coordinators to complete the task within due date.
5. Created MS Word document, Excel spreadsheets, as well as created professional presentations, and invitations in MS PowerPoint.
6. Kept inventory control for the Conference Center supply, equipment, and furniture.
7. Scheduled daily meetings with the conference receptionist.
8. Assisted with all broker meetings from coordinating presentations, arranging travel, transportation and hotel accommodations as well as, hired turn-key caterers for meetings.

Experience

5-7 Years

Level

Executive

Education

Associate

Description :

1. Coordinated travel arrangements, including airline, train, ground transportation and hotel reservations during events and meetings for internal and external clients.
2. Performed site inspections, contract negotiations, and attendee registration.
3. Supported AEGON's Chairman of the Board, board members, political figures and celebrities with travel changes, transportation and general guidance.
4. Oversaw event related accounting functions, processed vendor invoices and created ledgers and chargeback forms.
5. Planned logistics for corporate meetings, including room set-ups, audio / visual, room lists, menu selections, final guarantee submissions, and billing reconciliation.
6. Selected and ordered promotional items for meetings and events, obtaining best pricing and options from multiple vendors while utilizing sound judgment in considering the audiences.
7. Created meeting registration websites that outlined the events' details, plus generated reports.
8. Verified accurate and complete registrations by monitoring and following up with attendees as needed, ensured correct hotel reservations and timely ground transportation connections for attendees.

Experience

7-10 Years

Level

Management

Education

Accounting

Description :

1. Responsible for all set up of meetings from team meetings, to outside vendors and board meetings.
2. Scheduled all catering.
3. Developed and maintained relationships with all food, office supply and travel vendors.
4. Maintained and reconciled office purchasing card.
5. Responsible for maintaining all office supplies and repairs.
6. Created, organized and planned all office social activities.
7. Implemented several processes for food and supply ordering, FedEx shipping, meeting planning and setup.
8. Created and ran expense report training for all new hire employees at Plano corporate office.
9. Member of implementation team for online reconciliation and travel booking.

Experience

2-5 Years

Level

Junior

Education

Bachelor's

Description :

1. Works with clients on a daily basis to book meetings, conferences, and small events.
2. Communicates with clients in a thorough and efficient manner in order to capture all details of their events, as well as plan, organize and execute events, from start to finish.
3. Maintains a complex scheduling system of bookings and reservations, for meeting rooms and conference space in several different locations.
4. Communicates event needs and plans to several other parties, including Banquet, Culinary, Operations, Administrative, and Management areas.
5. Creates Banquet Event Orders, Event Timelines, Equipment Rental Requests, Event Financial Estimates, and detailed Floor Plans for each event, and be able to present these documents to large groups of people, in order to effectively communicate the client's needs.
6. Arranges any food and beverage needs of a meeting or event; work with a client to design a menu for their event, taking into consideration their preferences, budget, and theme of event, and then effectively communicate those needs to the Banquet and Culinary staff.
7. Arranges any Audio/Visual components of a meeting or event; capture needs from the client and effectively communicate those needs to an Audio/Visual Specialist.
8. Works with various vendors to secure rentals, arrange deliveries, pickups, and billing of such rentals.
9. Provides excellent customer service on a daily basis to clients, ensuring that all their needs are met, and that any unforeseen problems are dealt with in a calm, professional and efficient manner.

Experience

5-7 Years

Level

Executive

Education

Bachelor's

Description :

1. Coordinated all product meetings for the Philadelphia and New Jersey regions for GlaxosmithKline, having the highest volumes of meetings.
2. Managed all program allocations based on annual budget.
3. Created, populated and ensured accuracy of the data base.
4. Produced, proofed and disseminated all invitational mailings.
5. Streamlined operations by implementing and updating data bases.
6. Created training manual for all new hires.
7. Negotiated with venues to ensure best pricing to remain within budget.
8. Selected menus and ordered all audio visual equipment.
9. Received several awards and letters with positive feedback and excellent customer service from sales representatives, physicians and assisting fellow team members.

Experience

10+ Years

Level

Senior

Education

Medical

Description :

1. Collects, analyzes and generates reports as they relate to conference evaluation statistics, utilizing MS PowerPoint and Excel, which are then integrated into HHS Federal Internal Management Team meetings.
2. Contracts with vendors for support services, including audiovisual equipment, office equipment, transcription services, printing, signage, supplies, etc.
3. Exercises discretion in negotiating price and terms of service, and authorize and approve work services and invoices.
4. Negotiates and contracts for lodging accommodations, function space, and related requirements.
5. Performs liaison work between the client and the hotel prior to, during and after each event.
6. Provides support for 45 international task orders under the CDCI and Department of State contracts, involving complex travel, wire transfers, reimbursements, and on-site currency disbursement.
7. Promotes meeting success, created and handled 100% of conference materials and invitation mailings; designed conference brochures.

Experience

7-10 Years

Level

Management

Education

B.A.