Meetings and Events Coordinator Job Description [Updated for 2025]

In the bustling world of event management, the role of Meetings and Events Coordinator is more crucial than ever.

As the pace of business accelerates, the demand for proficient professionals who can plan, execute, and manage events to perfection grows stronger.

But let’s delve deeper: What is truly expected from a Meetings and Events Coordinator?

Whether you are:

• A job seeker trying to understand the core responsibilities of this role,
• A hiring manager outlining the perfect candidate,
• Or just curious about what goes on behind the scenes in event coordination,

You’re in the right place.

Today, we present a customizable Meetings and Events Coordinator job description template, designed for easy posting on job boards or career sites.

Let’s get started.

Meetings and Events Coordinator Duties and Responsibilities

Meetings and Events Coordinators handle all aspects of events planning, from the initial idea to execution.

They work closely with clients to understand their requirements and ensure the event runs smoothly.

The main duties and responsibilities of Meetings and Events Coordinators include:

• Collaborating with clients to understand their requirements and expectations for the event
• Planning event aspects such as venue, seating, dining, and guest list
• Coordinating event logistics, including transportation and accommodation for guests
• Negotiating contracts with vendors and suppliers and managing partnerships
• Overseeing event happenings and acting quickly to resolve problems
• Assigning tasks to staff and managing their performance
• Ensuring the event is completed smoothly and step up to resolve any problems that might occur
• Analyzing the event’s success and preparing reports
• Managing budgets and ensuring costs are kept within set boundaries
• Complying with health and safety regulations

 

Meetings and Events Coordinator Job Description Template

Job Brief

We are seeking an organized and detail-oriented Meetings and Events Coordinator to manage and execute all aspects of our corporate events.

This role includes planning, coordinating, and managing events such as conferences, seminars, and team-building events.

The successful candidate will have excellent communication and multitasking skills, a positive attitude and a strong dedication to quality customer service.

 

Responsibilities

• Plan and coordinate events details including decor, catering, entertainment, transportation, location, invitee list, special guests, equipment, promotional material etc.
• Ensure all event activities comply with relevant legislation, policies and procedures
• Work with clients to identify their needs and ensure customer satisfaction
• Conduct market research, gather information and negotiate contracts prior to closing deals
• Organize facilities and manage event details such as decor, catering, entertainment, transportation, location, invitee list, special guests, equipment, promotional material etc.
• Provide feedback and periodic reports to stakeholders
• Propose ideas to improve provided services and event quality
• Coordinate with marketing and PR to promote and publicize event
• Proactively handle any arising issues and troubleshoot any emerging problems on the event day

 

Qualifications

• Proven experience as an events coordinator or organizer
• Impressive portfolio of previously managed events (weddings, meetings, parties, corporate events)
• Excellent time management and communication skills
• Ability to manage multiple projects independently
• MS Office proficiency
• Willing to submit references from previous clients
• BS in Event Management or related field is preferred

 

Benefits

• 401(k)
• Health insurance
• Dental insurance
• Retirement plan
• Paid time off
• Professional development opportunities

 

Additional Information

• Job Title: Meetings and Events Coordinator
• Work Environment: This role requires a mix of office work and on-site event management. Travel is often required.
• Reporting Structure: Reports to the Event Manager or Director of Events.
• Salary: Salary is based upon candidate experience and qualifications, as well as market and business considerations.
• Pay Range: $48,000 minimum to $62,000 maximum
• Location: [City, State] (specify the location or indicate if remote)
• Employment Type: Full-time
• Equal Opportunity Statement: We are an equal opportunity employer and value diversity at our company. We do not discriminate on the basis of race, religion, color, national origin, gender, sexual orientation, age, marital status, veteran status, or disability status.
• Application Instructions: Please submit your resume and a cover letter outlining your qualifications and experience to [email address or application portal].

 

What Does a Meetings and Events Coordinator Do?

Meetings and Events Coordinators typically work for corporations, non-profit organizations, or event management companies, but some also work independently as freelancers.

Their primary role is to plan, organize, and execute various meetings and events, ranging from corporate gatherings and business seminars to social events and weddings.

They work closely with clients to understand their needs and preferences, helping them determine the objectives, theme, venue, and budget for their event.

They then liaise with various vendors such as caterers, decorators, and audio-visual technicians to ensure that all elements of the event are in place.

Meetings and Events Coordinators are also responsible for managing event logistics, such as coordinating transportation, arranging accommodations, and creating event schedules.

During the event, they oversee the proceedings to ensure that everything runs smoothly and any issues are promptly addressed.

After the event, they often follow up with clients to collect feedback and discuss any areas for improvement.

Their ultimate goal is to create memorable events that meet their clients’ expectations and objectives, whether that’s fostering business relationships, raising funds, or celebrating a special occasion.

 

Meetings and Events Coordinator Qualifications and Skills

A successful Meetings and Events Coordinator should possess the skills and qualifications that would enable them to plan and execute events smoothly, such as:

• Organizational skills to manage multiple tasks simultaneously, keeping track of all aspects of an event from planning to execution.
• Time management skills to ensure deadlines are met and events occur as scheduled.
• Excellent communication skills to liaise with clients, vendors, staff and other stakeholders, ensuring all parties are informed and updates are disseminated promptly.
• Problem-solving skills to address any unforeseen circumstances or issues that may arise during the planning or actual event.
• Detail-oriented to pay attention to the smallest details which can significantly impact the success of an event.
• Interpersonal skills to build relationships with clients, vendors, and team members, fostering a positive working environment.
• Financial management skills to effectively manage budgets, negotiate contracts and control costs while ensuring the quality of the event.
• Stress management skills to maintain composure and professionalism under pressure.
• A creative and innovative mindset to design unique and memorable events.

 

Meetings and Events Coordinator Experience Requirements

For the role of a Meetings and Events Coordinator, entry-level candidates are usually expected to have at least 1 to 2 years of experience in event planning or similar roles.

This experience can be gained through internships, part-time roles, or even through volunteer work in the field.

Candidates might also have gained relevant experience in related roles such as Administrative Assistant or Project Coordinator, where they have had to coordinate meetings, manage schedules, and organize events.

Candidates with 3 to 5 years of experience have likely honed their skills in planning and coordinating a wide range of events, from small business meetings to larger corporate events.

They may have a strong understanding of budget management, vendor negotiation, and event promotion.

Those with more than 5 years of experience are likely to have more strategic experience, including managing larger, high-profile events and overseeing event teams.

Such candidates may be ready for a leadership role within a Meetings and Events department.

Regardless of the years of experience, successful Meetings and Events Coordinators are expected to possess excellent organizational skills, be detail-oriented, and have strong problem-solving abilities.

 

Meetings and Events Coordinator Education and Training Requirements

Meetings and Events Coordinators typically hold a bachelor’s degree in hospitality management, public relations, communications, or a related field.

They should have a solid understanding of project management and event planning, and be comfortable with managing budgets and contracts.

In addition to their degree, many coordinators gain practical experience through internships or entry-level positions in event planning, public relations, or marketing.

Some positions may require Meetings and Events Coordinators to have a Certified Meeting Professional (CMP) designation, which demonstrates their proficiency and commitment to the events industry.

This certification requires a minimum level of work experience in the industry, a passing score on an exam, and ongoing education credits.

Furthermore, coordinators should possess strong communication and organizational skills, and be able to handle multiple tasks at once.

Advanced computer skills, including proficiency in event management software, are also vital.

Additional training or certification in food and beverage management, travel and tourism, or negotiation could also be beneficial for these professionals.

 

Meetings and Events Coordinator Salary Expectations

The average salary for a Meetings and Events Coordinator is approximately $48,484 (USD) per year.

However, the actual earnings can fluctuate depending on factors such as the level of experience, location, and the size and industry of the hiring company.

 

Meetings and Events Coordinator Job Description FAQs

What skills does a Meetings and Events Coordinator need?

A Meetings and Events Coordinator should have excellent organization and planning skills, along with strong communication and interpersonal abilities.

They should be able to manage multiple tasks at once and have great attention to detail.

They should also have proficiency in event management software and be able to negotiate with vendors and suppliers.

 

Do Meetings and Events Coordinators need a degree?

While a degree is not always required, many employers prefer candidates with a bachelor’s degree in event management, hospitality, or a related field.

Experience in coordinating events or meetings can often be as valuable as formal education.

Some organizations may require a certification from an industry organization, such as the Event Industry Council.

 

What should you look for in a Meetings and Events Coordinator resume?

In a Meetings and Events Coordinator resume, look for relevant work experience in event planning and management.

Check for skills such as project management, vendor negotiation, and budgeting.

Also, pay attention to any certifications they hold in event management.

Finally, look for demonstrated abilities in problem-solving, communication, and organization.

 

What qualities make a good Meetings and Events Coordinator?

A good Meetings and Events Coordinator is a detailed planner with excellent time management skills.

They should be comfortable multitasking and able to stay calm under pressure.

Good coordinators are also effective communicators who can negotiate with vendors and liaise with various stakeholders.

Being creative and innovative is also an asset in this role, as coordinators often need to come up with fresh ideas for events.

 

Is it difficult to hire a Meetings and Events Coordinator?

The difficulty in hiring a Meetings and Events Coordinator can vary based on the specifics of your event and the level of experience you require.

For high-profile events that require extensive planning and coordination, it may be more challenging to find a candidate with the necessary experience and skills.

However, for smaller events or meetings, there may be a larger pool of qualified candidates.

 

Conclusion

And there you have it.

Today, we’ve lifted the veil on what it truly means to be a Meetings and Events Coordinator.

Guess what?

It’s not just about scheduling appointments and booking venues.

It’s about creating unforgettable experiences, one event at a time.

With our comprehensive Meetings and Events Coordinator job description template and authentic examples, you’re ready to make your mark.

But why stop there?

Go further with our job description generator. It’s your next step to crafting precise job listings or refining your resume to a T.

Remember:

Every event is part of a larger narrative.

Let’s create those unforgettable moments. Together.

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