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Naylor, LLC
Schaumburg, IL | Full Time
$63k-81k (estimate)
6 Months Ago
Meeting Coordinator
Naylor, LLC Schaumburg, IL
$63k-81k (estimate)
Full Time | Print & Book Publishing 6 Months Ago
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Naylor, LLC is Hiring a Meeting Coordinator Near Schaumburg, IL

Overview

Since 1988, WJ Weiser has been recognized as the gold standard in association management with a reputation for unparalleled service. Weiser boasts a client retention rate that is among the highest in the nation and continues to add to our prestigious client base solely through client satisfaction referrals. As a trusted partner to over 80 leading national and international healthcare-related professional associations and academic institutions, Weiser is the ideal place to take your association management career to the next level.

We are seeking a motivated and enthusiastic individual to join our meetings department as a Meeting Coordinator. Meeting Coordinator will work directly with Meeting Planners to support the execution of meetings for our medical associations. This position will support company growth, and is an excellent opportunity for a dynamic professional with excellent growth potential.

Responsibilities

Duties and Responsibilities:

    • Manage rooming for meetings including making rooming lists, tracking pick-up, watching for attrition, managing VIP/Speaker blocks, sending out reminders and hotel confirmations, managing correct billing to the Master Account and assigning concessions. In addition, managing VIP flight arrangements & ordering airport transfers.
    • Coordinate all logistics for in-house meetings including ordering catering, arranging hotel reservations and airport transfers, research and select VIP dinner venues, and manage the day-of execution of all planned events.
    • Track RFP responses, prepare proposal comparison charts and analyze meeting space for Meeting Planners to review.
    • When needed, team with Meeting Planner to plan evening functions for meetings including but not limited to Banquets, Galas, President’s Receptions, Welcome Receptions, Board Dinners, etc. This would include researching event venues, planning menus, designing invitations and menu cards, and booking transportation, entertainment, and event décor.
    • Assist Meeting Planners onsite at larger meetings, managing the registration desk, and providing support to Planner as needed. In time, this position would be able to run smaller state meetings acting as the primary contact onsite.
    • Complete new meeting checklists once contracts are signed, including creating the meeting binder, applying for direct bill status, preparing and sending registration information to the Publications team, updating the Master Calendar, and tracking and managing deposit schedules and other important dates.
    • Assist Meeting Planners with department projects, including, but not limited to, maintaining the Master Calendar and Conflicts Calendar, tracking hotel points, updating the shipping schedule, purchasing VIP gifts, uploading documents in Policy Tech, update Meeting Space History and Rooming History charts, etc.

Qualifications

    • 1 – 2 years in the hospitality or event industry, or related field.
    • Strong attention to detail is critical to this role.
    • The ideal candidate will have strong organizational, project management, and communication and customer relation skills.
    • Must be able to work in a fast-paced environment, managing multiple projects and clients at once.
    • A willingness to learn and be a great teammate is essential in this role. 
    • Coordinators may be required to travel 1 or 2 times per meeting season (3-4 times per year).

Naylor Association Solutions is an equal opportunity employer and is committed to hiring a diverse workforce.

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Job Summary

JOB TYPE

Full Time

INDUSTRY

Print & Book Publishing

SALARY

$63k-81k (estimate)

POST DATE

09/01/2022

EXPIRATION DATE

08/30/2024

WEBSITE

naylorinc.com

HEADQUARTERS

INDUSTRIAL, GA

SIZE

50 - 100

FOUNDED

1966

CEO

LINDA NAYLOR

REVENUE

$10M - $50M

INDUSTRY

Print & Book Publishing

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The following is the career advancement route for Meeting Coordinator positions, which can be used as a reference in future career path planning. As a Meeting Coordinator, it can be promoted into senior positions as a Meeting/Event Planner III that are expected to handle more key tasks, people in this role will get a higher salary paid than an ordinary Meeting Coordinator. You can explore the career advancement for a Meeting Coordinator below and select your interested title to get hiring information.