Meetings and Conference Coordinator

Job Summary

HOSA-Future Health Professionals is seeking a dependable, detail-oriented Meetings and Conference Coordinator to support the planning and execution of HOSA conferences, meetings, and other organizational activities. This is an excellent opportunity for someone who enjoys working with others, takes pride in getting the details right, and is eager to learn and grow in event and meeting planning.

The Meetings and Conference Coordinator will support the planning and execution of meetings, conferences, and other HOSA events. This position works closely with HOSA team members, vendors, and event participants to help ensure events are organized, professional, and successful.

The ideal candidate is a team player with a strong work ethic who follows through on assignments, communicates well, stays organized when managing multiple tasks, and is willing to jump in wherever needed. Previous event experience is helpful, but we are equally interested in candidates who demonstrate initiative, reliability, attention to detail, and a willingness to learn.

Key Responsibilities

Conference Planning and Coordination

• Plan, coordinate, and execute meetings, conferences, and events.
• Coordinate event details such as meeting rooms, catering, audiovisual needs, transportation, supplies, signage, and materials.
• Maintain event timelines, checklists, schedules, and other planning documents.
• Track deadlines and follow up with team members and vendors to help ensure details are completed on time.
• Prepare and organize event materials, including attendee information, name badges, signage, supplies, and meeting materials.
• Assist with event communications, including invitations, confirmations, reminders, and follow-up information.

Vendor and Team Coordination

• Communicate professionally with venues, caterers, audiovisual providers, and other vendors.
• Assist with gathering proposals, reviewing event details, tracking contracts, and confirming vendor arrangements.
• Maintain accurate vendor and event records.
• Work closely with HOSA team members and provide regular updates on assigned responsibilities.
• Respond promptly and professionally to event-related questions from staff, vendors, attendees, and other stakeholders.

On-Site Event Support

• Assist with event setup, registration, meeting rooms, materials, and event breakdown.
• Verify that meeting spaces, signage, supplies, and other event details are accurate and ready for attendees.
• Provide friendly and professional assistance to attendees, volunteers, vendors, and team members.
• Help identify and resolve issues as they arise.
• Be willing to assist with a variety of tasks to help the team deliver a successful event.

Conference Administration and Follow-Up

• Maintain accurate event records, files, spreadsheets, and planning documents.
• Assist with tracking event expenses, invoices, and budget information.
• Collect attendee feedback and other post-event information.
• Assist with post-event reports and recommendations for future events.
• Participate in team debriefs and help identify opportunities to improve future meetings and events.

Qualifications

We are looking for someone who:

• Is highly organized and pays close attention to details.
• Is dependable, takes ownership of assigned tasks, and follows through on commitments.
• Enjoys being part of a team and is willing to help wherever needed.
• Has a positive attitude and a strong willingness to learn.
• Can manage multiple assignments and deadlines while maintaining accuracy.
• Communicates clearly and professionally, both verbally and in writing.
• Is comfortable interacting with vendors, attendees, volunteers, and colleagues.
• Can remain flexible and professional when plans change or unexpected situations arise.
• Is comfortable using Google, Microsoft Office, Word, and Excel, and is willing to learn event-management systems and other technology used by the organization.
• Is available to work evenings and weekends and to travel as required for meetings and conferences.

We welcome candidates with a variety of educational and professional backgrounds. Previous experience in events, hospitality, customer service, administrative support, or similar settings is helpful but not required.

What Success Looks Like

A successful Meetings and Conference Coordinator is someone the team can count on. You notice the details, keep track of what needs to be done, ask questions when something is unclear, communicate when you need help, and follow assignments through to completion. You understand that successful events require teamwork and are willing to pitch in—whether that means updating a spreadsheet, confirming a catering order, preparing attendee materials, checking a meeting room, or helping solve an unexpected problem on-site.

We value candidates who are eager to learn, work hard, and contribute to the team.