Coordinator, Global Meetings & Events

• Meeting & Event Planning Support:
  
  • Conduct comprehensive research on hotels and dining venues; help compile details and create site reports that are presented to key stakeholders
  • Create detailed attendee and rooming lists in Excel and Workday to support event logistics and accounting processes
  • Assist with tracking and reporting event expenses to ensure budget transparency and spend accuracy
  • Review and proofread department communications to ensure accuracy of spelling, grammar, punctuation, and style/branding consistency
  • Support document management processes, including obtaining contract signatures, managing e-mail correspondence, and organizing electronic files
  • Create and produce printed materials including name badges, place cards, signage, and other event collateral
  • Build on-line event registration sites in Cvent using standard templates and guidance
  • Manage and input registration data from event participants
  • Support planning and execution of virtual meetings, partnering with internal IT team

• On-site Event Support & Execution:
  
  • Deliver on-site support for Chicago-based meetings and events, including coordinating meeting room setups, partnering with internal IT colleagues for coordination and testing of AV equipment, managing catering deliveries and presentation, advancing off-site reception and dinner venues, and responding to attendee needs
  • Assist with the setup of planning offices and organize event-related supplies
  • Prepare and manage name badge displays and welcome collateral to ensure a seamless attendee arrival experience
  • Review meeting and meal setups against BEOs to verify accuracy and uphold quality standards
  • Assist with other elements of event execution as needed, such as transportation arrangements, signage placement, collateral distribution to attendees, meeting and dinner place cards, addressing attendee requests, etc.
  • Partner with team members to pack and ship remaining materials and supplies post-event

• Administrative/Departmental Operational Support and Oversight:
  
  • Maintain departmental Excel databases containing meeting, attendee and cost details, ensuring data is accurate and up to date
  • Oversee firmwide and departmental event calendars
  • Manage attendee contact data and lists in Cvent to support communication outreach
  • Assist in invoice collection and vendor payment processing, including wire transfers and credit transactions; ensure proper coding and filing of billing documentation
  • Conduct research and maintain a central repository of hotel and venue information to support planning initiatives
  • Provide monthly departmental briefings on relevant developments and trends within the meeting planning and hospitality industries
  • Organize and electronically file collateral materials from sales visits, site inspections, and vendor engagements
  • Procure meeting supplies and event collateral; manage team's Chicago-based in-office supply inventory
  • Coordinate occasional inbound and outbound departmental shipments, liaising with venues to ensure delivery and receipt
  • Prepare and distribute meeting minutes and conference call notes

• Bachelor's degree in hospitality, meeting/event management, marketing, communications or business preferred
• Collaborative team player who thrives in a dynamic environment, with the ability to work independently and prioritize to meet deadlines
• Proven ability to track multiple tasks and responsibilities simultaneously
• Strong organizational, analytical and follow-through skills
• Exceptional communication skills - verbal, written, listening - with a sharp eye for proofreading and editing
• Highly detail-oriented with a client-service mindset
• Proficient in Microsoft Office Suite, including Excel, Word, Outlook and PowerPoint
• Experience with electronic survey tools and data entry preferred; familiarity with Cvent is a plus
• Interest in exploring and applying AI tools to enhance event planning processes and output
• Ability to exercise good judgment, professionalism, and discretion in handling sensitive information
• Prior exposure to meeting/event planning desired, preferably in a corporate, professional services, or academic setting
• Ability to lift and move items up to 25 pounds (e.g., event materials such as boxes, banners, easels/signage, and supplies)
• Willingness and ability to travel domestically and internationally for event support and planning purposes, typically once annually for 10 to 12 days, and potentially twice a year for 3 to 5 days.

• Retirement savings plan with discretionary profit sharing contribution and employer match;
• PTO (minimum 15 days per year, increases with tenure), paid sick time (10 days per year), company holidays (12 days per year), and paid leaves of absence when applicable;
• Comprehensive health benefits, including medical, dental, and vision insurance, and healthcare flexible spending account;
• Life Insurance, and short-term and long-term disability insurance;
• Wellness benefits, including an employee assistance program, virtual mental health program, and mindfulness program;
• and Voluntary benefit options, including supplemental life insurance, identity theft protection, and whole life insurance with long-term care and critical illness coverage.

PI280037880