Meeting and Events Specialist

Job Description

Job Description

We are looking for a Meetings and Events Specialist to coordinate high-quality meetings and event experiences for an organization in Wisconsin. This role focuses on organizing logistics, managing vendor relationships, and supporting smooth execution from planning through completion. The ideal candidate brings strong scheduling, communication, and travel coordination skills, along with the ability to manage multiple priorities in a detail-focused environment.

Responsibilities:

• Plan and organize meetings and events from initial concept through final execution, ensuring timelines, details, and deliverables stay on track.

• Coordinate venues, catering, lodging, transportation, and on-site arrangements to create a seamless attendee experience.

• Negotiate and manage vendor agreements, monitor service expectations, and help control event-related costs.

• Arrange travel logistics for participants, speakers, or internal teams while maintaining accuracy and efficiency.

• Partner with internal stakeholders to understand event goals, gather requirements, and align plans with business needs.

• Maintain event schedules, communications, and documentation so all parties remain informed and prepared.

• Oversee day-of-event activities, resolve logistical issues quickly, and ensure meetings run smoothly.

• Track budgets, invoices, and related administrative details to support accurate reporting and financial oversight.

• Experience coordinating meetings, conferences, or special events in a detail-focused setting.
• Working knowledge of vendor sourcing, contract administration, and service coordination.
• Ability to manage travel bookings and related logistics with strong attention to detail.
• Strong organizational skills with the capacity to balance multiple projects and deadlines.
• Effective verbal and written communication skills for working with vendors and internal teams.
• Proficiency with common office software and event coordination tools.
• Ability to solve problems quickly and adapt to changing event needs.