Corporate Meeting Coordinator

Job LocationsUS-NJ-PRINCETONRequisition ID2024-17512# of Openings1Category (Portal Searching)Administrative/ClericalPosition Type (Portal Searching)Regular Full-Time

Overview

The Meeting Coordinator is responsible for the scheduling and planning of meetings across all site locations. This is a high-level specialist role involving interaction with top executives. This role will be responsible for booking appropriately sized rooms for meetings, ensuring rooms are setup to client specification, and providing data and analytics on conference room usage. The employee will work to determine each client's meeting needs to ensure each aspect of their meeting is executed according to their specifications, and to provide an individualized experience.

Responsibilities

* Coordinating reservations of conference rooms for high visibility meetings and large events for senior level client leaders.

* Providing metrics, reporting, and analysis on space usage.

* Track and analyze room usage across multiple office locations.

* Provide proactive solutions to accommodate multiple meetings with limited conference space.

* Serving as backup to receptionist as required.

* Performing other duties as required.

* Interfaces with the client, operations team, and corporate departments as necessary.

* Assist with the facilitation of logistics for all meetings, including space assignments, visitor registrations, and equipment.

* Responsible for continual communication / interaction with the Event Planner, Facilities Manager and clients relating to high-visibility meetings, large events, and space utilization.

* Ability to provide efficient, timely, reliable, and courteous service to customers.

* Provides clear communications and progress reports regarding all aspects of events.

Qualifications

* High school Diploma or equivalent; College degree preferred.

* 2-3 years of similar experience in a corporate setting.

Advanced in Microsoft Office Suite applications (Outlook, Word, Excel, Ppt)
• Advanced experience using MS Outlook calendar with a minimum of 2-3 years' experience scheduling meetings and conference rooms using MS Outlook.
• Strong customer service skills and professionalism a must; must be able to interact with clients regularly including executive level.
• Professional communication, customer service and interpersonal skills
• Must have advanced MS Office skills (Word, Excel, Ppt)
• Previous calendar management experience.
• Composure, customer-service, interpersonal, and negotiation skills, and conflict resolution.
• Assist with post-meeting reporting and evaluation to determine the effectiveness of events and identify areas for improvement.

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