Meeting & Events Coordinator

NHS Global Events is a privately held meeting management, consulting and hotel sourcing firm seeking a motivated and enthusiastic individual to join our Meeting Operations department as a Meeting Operations Coordinator.

The primary responsibility of this position is to support the Meetings Operations team, approximately 3-5 meeting planners, in all aspects of meeting and event planning and execution. In addition to supporting projects and tasks for the Meeting Operations team, this person may also be required to provide on-site support for meetings, events, and conferences. There will be development opportunities to provide planning assistance on meetings, manage special projects and create and drive new processes for the Meeting Operations Team.

Candidate must reside in the Chicagoland area. This is a full-time position with a minimum of 2 days a week required in our Chicago office and the remainder of the week virtual, subject to change at the discretion of NHS Global Events.

RESPONSIBILITIES:

• Communication management with both suppliers, vendors and clients to ensure timely and accurate flow of information
• Managing client services projects, which include meeting reporting, agenda preparation, invoicing, and post internal meeting follow up where needed
• Supporting both client and internal meeting operations team projects
• Assisting the meeting operations team members with administrative tasks as requested – examples include: Report auditing, airline booking, supply purchasing, name badge production, post-event reporting, mailing/shipping, event research, restaurant reservations
• Sourcing and securing vendors such as hotels, AV, catering, teambuilding, entertainment, decor, speakers, florist, photographer, etc.
• Creation of client venue or vendor summaries
• On-site support for execution of client events, either local or out of state
• Management of the internal meeting operations hours tracker and Clockify software
• General administration for NHS Global Events’ association management accounts – examples include: processing membership applications, membership concierge/customer service and general mailings
• Management of the Meeting Operations Calendar
• Create and distribute monthly and weekly Cvent reports, as needed
• Administration of Meeting Operations internal meetings
• Coordinate and develop venue site inspection agendas for clients and staff, as needed
• Assume and perform other duties and responsibilities not specifically outlined herein, but which are logically and properly inherent to the position

REQUIREMENTS:

• Previous hospitality and/or meeting and event experience a plus
• Proven experience as an office administrator, office assistant or relevant role
• Proficiency in MS Office 365
• Excellent organizational, prioritization and time management skills
• Must be detail-oriented and possess excellent follow up skills
• Reliable with patience and professionalism
• Analytical abilities and aptitude in problem-solving
• Excellent interpersonal, written and verbal communication skills
• Ability to work with and maintain confidential and sensitive information
• Strong customer service skills with the ability to support a diverse team
• Associate’s/College degree

COMPANY BENEFITS:

• Hybrid Work Schedule
• Flexible Working Hours
• Summer Fridays (Memorial Day - Labor Day)
• Employee Sabbatical (earned after 5-year & 10-year tenure)
• Monthly Cell Phone Allowance
• Financial Support for Professional Development
• Financial Support for Industry Event Attendance
• Supplier FAM Trips
• Company Profit Sharing

NHS Global Events provides equal employment opportunities to all employees and applicants for employment and prohibits discrimination and harassment of any type without regard to race, color, religion, age, sex, national origin, disability status, genetics, protected veteran status, sexual orientation, gender identity or expression, or any other characteristic protected by federal, state or local laws. This policy applies to all terms and conditions of employment, including recruiting, hiring, placement, promotion, termination, layoff, recall, transfer, leaves of absence, compensation and training.

Job Type: Full-time

Pay: $35,000.00 - $45,000.00 per year

Benefits:

• Dental insurance
• Health insurance
• Paid time off
• Referral program

Schedule:

• 8 hour shift
• Monday to Friday

Ability to commute/relocate:

• Chicago, IL 60606: Reliably commute or planning to relocate before starting work (Required)

Application Question(s):

• What is your required salary for this position?

Education:

• Associate (Preferred)

Work Location: One location