Meeting Coordinator

Primary Function

This position calls for a motivated, self-starter with strong organizational, technical, and interpersonal skills. The Meeting Coordinator will support multiple Meeting Planners (2-4) in the planning and execution of meetings, and events. This role requires the ability to work independently with minimal training while managing multiple priorities in a fast-paced environment.

Duties & Responsibilities

• Correspond with internal and external stakeholders including attendees, suppliers, and business partners. Responsibilities include managing a high volume of inquiries via phone and email, sending attendee communications, maintaining registration data, and generating meeting reports.
• Manage attendee registration processes using event technology tools (e.g., Cvent), including building and maintaining registration websites, running reports, and supporting attendee tracking and communications.
• Prepare meeting collateral, including name badges, table tents, agendas, signage, and other materials. Perform document formatting and mail merges using Microsoft Word and Excel to ensure accuracy and quality.
• Order, pack, and ship meeting materials and supplies. Track shipments, prepare materials for events, and organize returned materials post-meeting. Includes packing pallets and large boxes with the ability to lift up to 25 pounds.
• Provide onsite meeting support, including registration management, material distribution, and general event execution. Travel domestically as needed (approximately 5%), with flexibility to support evenings and weekends.
• Support Meeting Planners with logistical coordination, administrative tasks, and meeting execution. Participate in planning meetings and provide general support as needed.
• Work with company systems and tools (e.g., Cvent, Microsoft Office Suite, Teams, OneDrive) to manage data, maintain meeting records, and generate reports.
• Provide general administrative and operational support, including assisting with departmental tasks and other duties as assigned.

Skills & Qualifications

• Strong organizational skills with excellent attention to detail
• Self-starter with the ability to work independently and manage multiple priorities
• Strong communication and customer service skills
• Strong Proficiency in Microsoft Office Suite, especially Teams, Powerpoint, Word and Excel (mail merge required)
• Experience with or ability to quickly learn event registration tools (e.g., CVENT, Givebee, SocialTables)
• Ability to create accurate and professional meeting materials and reports
• Language: Fluent in English (written, spoken)

Education & Experience

• Preferred: Bachelor's Degree or Equivalent years of directly related experience (high school +4 yrs or Associates +2 years) plus two or more years of meeting planning experience in Ophthalmic pharmaceutical / medical device industry, or events or hospitality industry, or administrative support.
• Minimum: Associate degree or equivalent (high school + 4 years) plus 1 year of meeting planning experience, Hospitality industry experience or administrative work, preferably planning small team/internal meetings and/or attendee travel.

Customer Service Commitment:

TeamPeople, a division of System One, is an organization dedicated to providing superior customer service. Outstanding customer service encompasses everything from performing the technical, creative and operational aspects of our jobs to the best of our ability, to going the extra mile to assist our customers and colleagues in any way. TeamPeople not only serves as a valued partner for our clients, but we offer eligible employees health and welfare benefits coverage options including medical, dental, vision, spending accounts, life insurance, voluntary plans, as well as participation in a 401(k) plan.

We respect, value and celebrate the unique attributes, characteristics and perspectives that make each person who they are. We also believe that bringing diverse individuals together allows us to collectively and more effectively address the issues that face our customers. It is our aim, therefore, that our partners, strategies and investments reflect these core values. TeamPeople is dedicated to providing superior customer service and is an Equal Opportunity Employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex (including pregnancy, childbirth, or related medical conditions), sexual orientation, gender identity, age, national origin, disability, family care or medical leave status, genetic information, veteran status, marital status, or any other characteristic protected by applicable federal, state, or local law.