Job Description

Job Details:

Corporate Meeting & Events Coordinator - Miami, Florida - $70-75k

Job Summary:

Our growing client is seeking a highly organized, detail-oriented, and enthusiastic Corporate Meeting and Events Coordinator to plan, coordinate, and execute a variety of internal and external meetings and events. The successful candidate will be responsible for all logistical aspects of these gatherings, ensuring seamless execution and a positive experience for attendees. This role requires excellent communication, problem-solving, and project management skills, as well as the ability to work independently and collaboratively.   

Responsibilities:

• Event Planning and Coordination:
  • Manage all aspects of meeting and event planning, including defining objectives, developing timelines, establishing budgets, and securing necessary approvals.
  • Research and secure appropriate venues, catering services, audiovisual equipment, transportation, and other logistical requirements.
  • Negotiate contracts with vendors and manage vendor relationships.
  • Develop and manage event budgets, track expenses, and ensure cost-effectiveness.
  • Create and manage event timelines, schedules, and run-of-show documents.
  • Coordinate speaker arrangements, including travel, accommodations, and presentation logistics.
  • Develop and manage registration processes, including online registration platforms and attendee communication.
  • Create and distribute event-related materials, such as invitations, agendas, and informational packets.
• On-Site Event Management:
  • Oversee on-site event setup, execution, and breakdown, ensuring all logistics are handled smoothly.
  • Serve as the primary point of contact for attendees, speakers, and vendors during events.
  • Troubleshoot any issues that arise during events and implement effective solutions.
  • Manage event staff and volunteers as needed.
  • Ensure compliance with all safety regulations and organizational policies.
• Post-Event Follow-Up:
  • Coordinate post-event evaluations and gather feedback from attendees and stakeholders.
  • Analyze event success metrics and prepare post-event reports.
  • Process invoices and reconcile event budgets.
  • Manage thank-you notes and follow-up communications with attendees, speakers, and sponsors.
  • Maintain event databases and records.
• Internal Meetings Support:
  • Coordinate logistics for internal meetings, including scheduling, room setup, catering, and audiovisual requirements.
  • Assist with the preparation of meeting agendas and materials.
  • Take meeting minutes as needed.
• Vendor Management:
  • Research and identify potential vendors for various event needs.
  • Obtain and evaluate vendor proposals and negotiate contracts.
  • Maintain a database of preferred vendors and track vendor performance.
• Other Duties:
  • Stay up-to-date on industry trends and best practices in meeting and event planning.
  • Assist with other administrative tasks as needed.
  • Undertake other duties and responsibilities as assigned by the supervisor.

Qualifications:

• Bachelor's degree in Hospitality Management, Event Planning, Marketing, Communications, or a related field preferred.
• Experience in meeting and event planning and coordination.
• Proven track record of successfully planning and executing a variety of meetings and events.
• Strong organizational, time management, and project management skills.
• Excellent written and verbal communication and interpersonal skills.
• Ability to work independently, prioritize tasks, and meet deadlines in a fast-paced environment. 
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook).
• Experience with event management software and online registration platforms 
• Ability to work flexible hours, including evenings, as required for events.

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