Meeting Coordinator

4 weeks ago

Dallas, United States TeamPeople Full time
Primary Function

This position calls for a motivated, self-starter with strong organizational and interpersonal skills. The candidate must have a strong understanding and use of meeting and event planning principles. This position will provide support directly to Meeting Planners, and interface with our client company's senior management team, Business Unit meeting sponsors, and vendors.

Duties & Responsibilities

  • Correspond with stakeholders to include internal/external customers, faculty, suppliers, medical associations, meeting attendees, etc. Correspondence to include fielding a large volume of inquiries by phone and email, sending attendee communications and correspondence and other meeting communications, recording meeting attendees, attendee evaluations and generate meeting reports.
  • Prepare meeting collateral, including nametags, tent cards, meeting signage, and other materials as applicable.
  • Issue payment and purchase requisitions as required and submit all contracts in the Alcon legal contract management system.
  • Order, pack and ship meeting materials as required. Unpack and organize materials returned following a meeting.
  • Assist with specific departmental financial tasks including expense reconciliation, attendee reimbursement, vendor payments and reconciling event budgets
  • Work with company and departmental computer programs/systems, (e.g. Cvent, MS Teams, OneDrive, MS Word, Excel, Outlook, PowerPoint, etc.) to perform data entry including setting up and maintaining new meetings in the database, recording and uploading information, and generating system reports
  • Manage certain aspects of a program on behalf of the Meeting Planner and other department personnel and/or serve as back up, attend planning meetings to support program planning
  • Provide overall general administrative support
  • Flexibility to work evenings and weekends in support of scheduled events.
  • Work closely with stakeholders to ensure their needs are met and offer creative solutions
  • Other duties as assigned by planner or manager
  • Provide occasional on-site assistance for meetings and conventions which may include travel and overnight stays, often on evenings and, or weekends. Travel is approximately 5% of the role.
Skills & Qualifications
  • Working/Advanced knowledge of these computer systems:
  • Microsoft Office Suite including Outlook (email & calendar), Word, Excel, PowerPoint, Forms, Teams
  • Adobe Acrobat, Microsoft Edge, Google Chrome, iOS or Android mobile device apps, WebEx
  • Ability to generate collateral and meeting materials as needed
  • Familiarity with online event registration and planning systems: Specifically CVENT, Givebee, SocialTables
  • Language: Fluent in English (written, spoken)
Education & Experience
  • Preferred: Bachelor's Degree or Equivalent years of directly related experience (high school +4 yrs or Associates +2 years) plus, plus two or more years of meeting planning experience within Alcon or in Ophthalmic pharmaceutical / medical device industry or hospitality industry.
  • Minimum: Associate degree or equivalent (high school + 4 years) plus 1 year of meeting planning experience, Hospitality industry experience or administrative work, preferably planning small team/internal meetings and/or attendee travel

To Apply

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Diversity Inclusion & Customer Service Statement

TeamPeople, a division of System One, is an organization dedicated to providing superior customer service. Outstanding customer service encompasses everything from performing the technical, creative and operational aspects of our jobs to the best of our ability, to going the extra mile to assist our customers and colleagues in any way. TeamPeople not only serves as a valued partner for our clients, but we offer eligible employees health and welfare benefits coverage options including medical, dental, vision, spending accounts, life insurance, voluntary plans, as well as participation in a 401(k) plan.

We respect, value and celebrate the unique attributes, characteristics and perspectives that make each person who they are. We also believe that bringing diverse individuals together allows us to collectively and more effectively address the issues that face our customers. It is our aim, therefore, that our partners, strategies and investments reflect these core values. TeamPeople is dedicated to providing superior customer service and is an Equal Opportunity Employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex (including pregnancy, childbirth, or related medical conditions), sexual orientation, gender identity, age, national origin, disability, family care or medical leave status, genetic information, veteran status, marital status, or any other characteristic protected by applicable federal, state, or local law.

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