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Title
Text copied to clipboard!Meeting Coordinator
Description
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We are looking for a highly organized and detail-oriented Meeting Coordinator to manage and oversee the planning, execution, and follow-up of meetings and events. The ideal candidate will have excellent communication skills, a proactive approach to problem-solving, and the ability to manage multiple tasks simultaneously. This role involves coordinating with internal teams, external vendors, and stakeholders to ensure that all aspects of meetings—from scheduling and venue selection to catering and technology setup—are executed flawlessly.
As a Meeting Coordinator, you will be responsible for supporting both virtual and in-person meetings, ranging from small team gatherings to large corporate events. You will work closely with executives, department heads, and administrative staff to understand meeting objectives and ensure that all logistical needs are met. Your role will also involve managing budgets, preparing materials, and ensuring compliance with company policies and procedures.
Key to success in this role is the ability to anticipate needs, remain calm under pressure, and deliver high-quality results on time. You should be comfortable using scheduling tools, video conferencing platforms, and project management software. A background in event planning, hospitality, or administrative support is highly desirable.
This position offers the opportunity to work in a dynamic environment where your organizational skills and attention to detail will directly contribute to the success of the company’s operations and strategic initiatives.
Responsibilities
Text copied to clipboard!- Coordinate logistics for meetings and events, including scheduling, venue booking, and catering
- Communicate with internal and external stakeholders to confirm meeting details
- Prepare and distribute meeting agendas, materials, and minutes
- Manage virtual meeting platforms and troubleshoot technical issues
- Track and manage meeting budgets and expenses
- Ensure compliance with company policies and procedures
- Maintain a calendar of upcoming meetings and deadlines
- Provide on-site support during in-person meetings and events
- Evaluate meeting effectiveness and gather feedback for improvements
- Liaise with vendors and service providers as needed
Requirements
Text copied to clipboard!- Proven experience in meeting coordination or event planning
- Excellent organizational and time management skills
- Strong written and verbal communication abilities
- Proficiency in Microsoft Office and virtual meeting platforms
- Ability to manage multiple tasks and deadlines simultaneously
- Attention to detail and problem-solving skills
- Flexibility to work outside regular business hours when needed
- Bachelor’s degree in Business Administration, Hospitality, or related field preferred
- Experience with budget tracking and expense reporting
- Professional demeanor and customer service orientation
Potential interview questions
Text copied to clipboard!- Do you have experience coordinating both virtual and in-person meetings?
- What tools or software have you used for scheduling and meeting management?
- Can you describe a time you resolved a last-minute issue during an event?
- How do you prioritize tasks when managing multiple meetings?
- What strategies do you use to ensure all meeting details are accurate?
- Are you comfortable working with senior executives and external vendors?
- Have you managed meeting budgets before? If so, how?
- How do you handle feedback and incorporate it into future planning?
- What is your experience with preparing meeting materials and minutes?
- Are you available to work flexible hours if required?
