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Event Coordination Specialist

2 months ago

Fort Lauderdale, Florida, United States American Meetings, Inc. (AMI) Full time

Position Overview: The Event Coordination Specialist plays a crucial role in supporting the Meeting Planners at American Meetings, Inc. (AMI). This position involves collaboration with the Planners from the initial stages of event planning through to the conclusion of each meeting.

Key Responsibilities:

  • Website Development: Candidates should possess a minimum of one year of experience in creating and maintaining registration websites for events.
  • Attendee Registration Management: Oversee the registration process for attendees.
  • Internal Communication Oversight: Manage communications within the team.
  • Collateral Production: Supervise the printing of meeting materials and ensure all supplies are prepared for events.
  • Administrative Support: Assist Meeting Planners with various administrative tasks.
  • Attention to Detail: Maintain a high level of accuracy and detail in all tasks.
  • Interpersonal Skills: Exhibit excellent communication and relationship-building abilities.

Additional Duties:

  • Handle all aspects of event management software such as Cvent, Starcite, and/or Meetingsoft.
  • Manage attendee inquiries, including invitations and customer service communications.
  • Ensure precise data entry into internal and client expense systems.
  • Oversee the management of fax communications.
  • Prepare and pack meeting supplies for shipping.
  • Create and print necessary meeting materials.
  • Support Meeting Planners with any tasks related to events, including virtual meeting logistics.
  • Customize supply bins for each event.
  • Provide recommendations for enhancing company systems and processes to improve efficiency and client service.
  • Offer on-site support and travel as required.

This role is essential for ensuring the smooth execution of meetings and events, contributing to the overall success of AMI's operations.