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Hotel Meetings Coordinator

1 month ago

Arlington, Virginia, United States Close Up Foundation Full time
Job Title: Hotel Meetings Coordinator

Close Up Foundation is seeking a highly organized and detail-oriented Hotel Meetings Coordinator to join our team. As a key member of our events team, you will be responsible for coordinating and managing all aspects of Close Up programs at assigned hotels.

Key Responsibilities:
  • Establish and maintain relationships with hotel properties, primarily in the DC metro area, to secure room blocks and meeting space.
  • Prepare and review hotel contracts, banquet event orders (BEOs), and invoices to ensure accuracy and compliance.
  • Design and submit menus for hotel meals, and coordinate with vendors to ensure timely delivery.
  • Communicate scheduling information to internal stakeholders, including marketing coordinators and program leaders.
  • Prepare registration materials and supplies for each Close Up program.
  • Assist with onsite logistics, including electronic registration support for student programs.
  • Maintain relationships with internal and external clients to deliver exceptional event services.
  • Address concerns with hotel event managers to ensure high-quality service.
  • Work closely with the events team to ensure seamless execution of Close Up programs.
Requirements:
  • Bachelor's degree from an accredited college or university.
  • 1-2 years of experience in event coordination or a related field.
  • Excellent communication and organizational skills, with the ability to work in a fast-paced environment.
  • Strong attention to detail and ability to manage multiple priorities.
  • Proficiency in Microsoft Excel and other event management software.
  • Ability to work independently and as part of a team.
What We Offer:
  • A dynamic and supportive work environment.
  • Opportunities for professional growth and development.
  • A competitive salary and benefits package.

Close Up Foundation is an Equal Opportunity Employer. We welcome applications from diverse candidates who share our commitment to excellence and customer service.