Conference and Events Coordinator

Job description - Conference + Event Services Coordinator

Schedule: Monday-Friday / 8:00am-5:00pm

We are seeking an experienced, organized, and proactive Meetings & Events Coordinator to support our client's Conference + Event Services team. This role involves managing a wide range of scheduling, administrative tasks, and onsite event support. The ideal candidate has strong communication skills, is detail-oriented, and thrives in fast-paced, high-expectation environments.

Key Responsibilities:

• Manage projects, conduct regular audits of processes and systems, and maintain accurate, up-to-date documentation to ensure operational efficiency and compliance
• Manage internal communications and calendar scheduling for conference spaces
• Answer phone calls, triage emails, and direct inquiries appropriately
• Conduct weekly conference room and storage walkthroughs and submit condition/status updates
• Use internal scheduling/reservation systems to manage bookings
• Coordinate small campus events and manage onsite logistics with XF partners (Catering, Furniture, Janitorial, Electrical)
• Support basic AV setup: Webex, video conferencing, microphones, Keynote
• Provide responsive, high-quality service via email, phone, and text
• Adapt to last-minute changes or urgent needs while maintaining professionalism

Key Qualifications:

• 2+ years of event coordination experience
• Strong calendar management experience
• Strong attention to detail and critical thinking skills
• Superior written and verbal communication skills
• Ability to summarize and relay information clearly across all levels
• Strong time management; able to prioritize and multi-task under pressure
• Self-starter with a proactive attitude and strong follow-through
• Able to anticipate challenges and offer creative solutions
• Flexible and prepared for scheduling changes or urgent requests
• Customer service-oriented with a sense of urgency

Preferred Experience:

• Customer service: 2 years (Preferred)
• 2+ years of administrative experience is a plus
• Prior experience using room reservation tools and coordinating facilities needs a plus

Work Location: In person

Job Type: Full-Time

Schedule: Monday-Friday

• 8 hour shift
• Day shift
• Weekdays only

Work Location: In person

#IND

• 2+ years of event coordination experience
• Strong calendar management skills
• Excellent written and verbal communication
• Strong attention to detail and organization
• Ability to multitask and prioritize in fast-paced environments
• Proactive with strong follow-through
• Customer service-focused mindset
• Flexible and adaptable to urgent changes
• Basic AV and video conferencing knowledge
• Experience with room reservation systems preferred
• Administrative experience preferred
• Facilities coordination experience preferred
• Ability to coordinate onsite event logistics
• Ability to manage scheduling, documentation, and audits
• Comfortable providing support via phone, email, and text
• Availability to work onsite Monday-Friday, 8:00 AM-5:00 PM