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Event Logistics Coordinator

2 months ago

Franklin, Tennessee, United States Tpc Management Llc Full time

Position Overview

We are looking for a dedicated professional to fulfill the role of Meeting Coordinator / Administrative Assistant. This position involves providing comprehensive office support and assisting the VP of Administration in organizing meetings, conferences, and special events from planning to execution, including on-site management and post-event follow-up. This is a full-time position with standard office hours of Monday through Friday, 8:30 AM to 5:30 PM. Travel requirements are approximately 30-35%.

Essential Experience Required:

- Proven experience in business travel

- Background in event planning

- Experience as an Administrative Assistant

Compensation and Benefits:

- Salary Range: $50,000 - $60,000 based on experience

- Paid vacation time available based on experience

- Medical benefits

- 401K opportunities

- Direct deposit for payroll

Key Responsibilities:

Meeting Coordination:

- Engage in approximately 30-35% overnight travel

- Conduct initial research for site locations including hotels, transportation, and entertainment

- Act as hotel liaison; manage room blocks, banquet event orders, and audio-visual requirements

- Support the VP of Administration in the real-time execution of all conference details and timelines

- Oversee all meeting materials to ensure they meet organizational standards, ensuring quality control

- Reconcile expenses related to meetings, conferences, and special events to meet budget objectives while keeping the VP of Administration informed

- Assist with website administration

- Perform additional related duties as assigned

Administrative Support:

- Provide professional administrative assistance

- Manage Outlook calendars

- Schedule in-office meetings and events

- Create and generate reports, presentations, and various correspondence as needed

- Conduct daily errands using personal transportation

- Assist with travel planning and management, including preparing itineraries

- Maintain up-to-date status of passports and travel rewards programs

- Handle mail distribution, screen and direct calls, and maintain both electronic and physical files

- Welcome client guests and ensure their needs are met

- Manage inventory and ordering of office supplies

- Maintain client contact information in both electronic and hard copy formats

- Produce marketing materials and manage bulk mailing

- Perform other related duties as required

Qualifications and Skills:

- High school diploma or equivalent required; Associate degree preferred

- Minimum of 3 years in meeting/event coordination and at least 1 year in administrative roles

- Familiarity with work-related travel

- Proficient in Microsoft Word, Excel, PowerPoint, and Access

- Ability to handle sensitive information with integrity and confidentiality

- Strong written and verbal communication skills

- Highly organized with excellent multitasking and time management abilities

- Willingness to work flexible hours, including occasional evenings and weekends

- Reliable transportation and ability to lift up to 40 lbs

- Must be a US Citizen