The Meeting and Events Coordinator is responsible for planning and executing various Elevanta meetings and events to ensure a professional and successful event for all clients. The ideal candidate must thrive in a challenging and fast-paced environment where prioritizing and organization are the norm. Exceptional attention to detail is mandatory. This dynamic position will work in a team environment to produce events, meetings, and additional projects as required.
Plan, coordinate and execute meetings/events from beginning to end of the process
Develop RFPs for submission to hotels for client events
Manage multiple meetings, conferences, and events simultaneously
Meeting logistics, including food & beverage selection, audio/visual, attendee and exhibitor registration, venue coordination, speaker logistics, on-site management, customer service
Work directly with registrants on problems and inquiries
Work with communications team to create/design event materials and signage
Oversee meeting preparation, supplies, ordering and packing/shipping of event materials
Data entry and daily administrative functions
Oversee room reservations process, provide rooming lists, and work with Passkey
Make travel arrangements for staff for large events
Coordinate registration materials for conventions
Review contracts and ensure requirements are fulfilled
Develop budgets for meetings, conferences, conventions, etc.
Manage complete financial details of an event during the planning process to ensure revenue and expense items are within budget. Provide final budget analysis post event.
Negotiate with hotels and third party service providers to obtain the most favorable terms for all clients with respect to hotel room rate, additional fees such as resort fees, food and beverage discounts, audio visual discounts, parking, meeting space, etc.
Order gifts, awards, and other giveaways
Assist with coordinating VIP attendees and presenters
Review all event related invoices and final hotel bills for accuracy; dispute all errors and obtain favorable outcome for client(s)
Experience: 5+ years proven experience in association industry and meeting/convention planning
Certified Meeting Planner (CMP) preferred, but not required
Knowledge: Expert level in MS Office (Word, Excel, Outlook and PowerPoint), skilled in the proper formatting of letters and documents, proficient with mail merges, experience booking travel is a plus
Cvent and Basecamp knowledge preferred
Traits required to perform the job: excellent written and oral communication skills, technically savvy, exceptional organization and time management abilities, strong attention to detail, great attitude, ability to multi-task and prioritize, good judgment/ability to solve problems, proactive work ethic
Periodic travel required (no more than 30%)
Additional Salary Information: Elevanta offers a comprehensive benefits program including medical, dental, vision, disability and life insurance as well as a 401(K) plan with employer match. Employees are eligible for annual bonus incentives based upon completion of annual MBOs/goals.
Elevanta, an Atlanta area association management company, manages several franchisee associations made up of franchise owners from multiple national brands including Supercuts, Burger King, Buffalo Wild Wings, Qdoba, and more. Our organization provides professional association management services including communications, membership, finance, education and training, meetings and events, Board development and management, organizational governance, government relations, lobbying and member services. Our member services platform is extremely unique in the industry providing member associations and their employees access to state-of-the art insurance programs. Elevanta has experienced phenomenal growth in recent years and is adding several association industry professionals to our team!