Meeting Coordinator

Job title: Meeting Coordinator

Department: Meeting Services

Location: Memphis, Nashville. or Chattanooga, TN

Reports to: Director of Meeting Services, Senior Meeting Planner, or Meeting Planner

Supervises: None

FLSA Status: Full Time, Exempt

Mgmt Level: 2

Travel: 30%

Position Summary:

The Meeting Coordinator helps manage and execute successful meetings and incentive

programs virtually, locally, and nationally. This position works with several departments and

demands extensive customer service skills, professionalism, and a willingness to handle all

planning and administrative details of meetings. This role works in a team environment for

meeting services accounts, including turn-key event management and operational support.

Job Responsibilities

• Support Meeting Services team with:

o Registration and attendee management support

o Meeting coordination duties

o Maintaining accurate and organized files for internal and external programs

o Gathering and preparing data in preparation of upcoming projects and identifying

future needs to complete projects

o RFP processing, including sourcing, negotiation, and contracting

o Managing agendas, meeting specs, diagrams, BEOs, signage plans, materials

fulfillment, shipping, etc.

o Proposal writing and development

o Client site visit coordination

o Contract and invoice management

o Developing and maintaining relationships with hotel personnel at the property and

national level

o Developing and maintaining relationships with venues and vendors, both locally

and through program coordination efforts

o Assisting with financial reconciliation

o Attending networking events

• Execute small to medium meetings, events and/or conferences as the meeting services

lead

• Support local events team with meeting or event management services
• Participate as an active member of a local industry association
• Occasional department administrative duties

Qualifications:

• Bachelor’s degree from an accredited four-year college or university in hospitality or a

related field

• 2-4 years’ industry experience, such as previous employment in corporate meetings and

events, non-profit events, convention sales or services, destination management, hotel

sales or services

• Knowledgeable of market and industry trends
• Knowledgeable of registration platforms, Cvent experience preferred
• Knowledge of Memphis as a destination

Competencies:

• Excellent communicator with ability to influence and persuade across all levels of the

organization while exercising a high degree of tact and diplomacy

• Customer-service oriented
• Strong writing and communications skills
• Excellent organizational skills/habits
• Demonstrated creative and critical thinking skills
• Strong business analytics, relationship management, strategy development, project

management, and problem-solving skills

• Ability to multitask and manage competing priorities
• Technically savvy and advanced
• Professional and positive approach
• Self-motivated team player
• Strong computer skills, including work with MAC and PC, Excel, PowerPoint, Publisher,

Dropbox, and more

• Ability to travel and work nights and weekends as requested
• Operate job-costed positions onsite as requested
• Commit to becoming Cvent-certified within the first year of employment, as well as

obtaining CMP accreditation within three years of employment

• Great team member: willing to pitch in to help colleagues when needed
• Detail-oriented, organized, analytical, and enjoys combing through data in Excel.

Environmental Conditions and Physical Demands:

Employee required to spend a portion of time in a seated position looking at a computer

screen. Employee required to do some standing and walking. Employee will be in a welllighted,

heated and/or air-conditioned indoor office setting with adequate ventilation.

Company Summary:

LEO Events is a woman-owned, owner-operated, award-winning, diverse supplier of the most

meaningful and memorable events. Founded in 2012, LEO has consistently showcased fresh and

fearless creativity, inventive tactics, and an exceptionally collaborative approach to event design

and production. Our increasingly diverse staff of 90 full-time employees is distributed

nationwide with main offices in Memphis, Nashville, and Chattanooga, Tennessee.