We're Hiring: Meeting Services Coordinator!
We are seeking a detail-oriented and organized Meeting Services Coordinator to manage and execute seamless meeting experiences. The ideal candidate will excel at coordinating logistics, managing vendor relationships, and ensuring exceptional service delivery for corporate events, conferences, and meetings.
Location: Newport News, United States
⏰ Work Mode: Work From Office
Role: Meeting Services Coordinator
What You'll Do:
Working with training the Administrative Support team and/or chairperson on educating them on the VTC platforms and process; assisting with the selection of the correct platform and the execution from start to finish; plan mandatory training/rehearsals for virtual events and testing network, upload speed, sound quality and content; work as a moderator during the high stakes meeting to ensure the success of the event and keep speakers within agreed upon timelines
Working with training Administrative Support team and/or chairperson on the on-site audio visual equipment and assisting in detailing each event with the assistance of the event submission process.
Be present in any high stakes meetings as the meeting manager to troubleshoot any challenges that the presenter may incur while meeting.
Create basic conference websites using drupal and registration pages based upon group needs.
Maintain and update all training materials on hosting meetings on-site, as well as, virtually and posting any changes and distrubiting as needed.
Making on-site changes to program agendas, name badging and room sets.
Ensuring the collection of funds prior to the event and collecting any funds on-site as needed.
Providing to the conference services manager a list of attendees for each event with a breakdown of Jefferson Lab attendees, DOE attendees, International attendees and others.
Assist the conference manager with the management of restricted vs. unrestricted funds and collection of discretionary funds for each event.
Support Event Services during conferences and workshops to include registration of visitors, payment collection, organization of conference handout materials, and taking meeting minutes regarding event discussions.
Maintain diligent minutes regarding meetings and discussions detailing and leading decisions made for event services.
Fully supports Jefferson Lab’s EEO/AA program. Actively supports Jefferson Lab’s safety program and commitment to maintaining an environmentally sound and safe work environment for staff and subcontractors/vendors. Performs all duties in a safe and healthful manner.
Adapts to a variety of work schedules with demanding deadlines, including evening and weekend responsibilities when required.
Ensures all meetings and special events adhere to Jefferson Lab policy and procedures, and that all approvals are secured and documented.
Creating social media releases for workshops and events upcoming with the social media team.
Do quarterly checks to ensure audio visual is inventoried and maintained in a good working order with the Event Coordinator.
Act as a secondary to Food and Event Supervisor with creating and managing BEO’s in caterese.
What We're Looking For:
Bachelor’s degree in communications, public relations, journalism, events management or liberal arts plus 5+ years of communications experience, or equivalent combination of education and experience.
Experience in planning/managing tours and/or special events.
Professional writing and/or editing experience helpful, but not required.
Experience within a profit or non-profit public affairs/public relations department helpful, but not essential.
CMP a plus but not required.
Ready to create memorable experiences? Apply now and join our dynamic team!