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Event Logistics Coordinator

2 months ago

Franklin, Tennessee, United States Tpc Management Llc Full time

Position Overview

We are in search of a dedicated professional to fulfill the role of Meeting Coordinator / Administrative Assistant. This position entails providing comprehensive office support and assisting the VP of Administration in orchestrating meetings, conferences, and special events from the planning phase to execution, including on-site management and post-event evaluations. This is a full-time position with standard office hours of Monday through Friday, 8:30 AM to 5:30 PM. Travel commitments are expected to be around 30-35%.

Essential Qualifications:

- 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 qualifications

- Paid vacation time based on experience

- Medical benefits

- 401K options available

- Direct deposit for payroll

Key Responsibilities:

Meeting Coordination:

- Travel requirements include approximately 30-35% overnight trips

- Conduct preliminary research for venue selection including hotels, transportation, and entertainment

- Act as a liaison with hotels; manage room blocks, banquet orders, and audiovisual needs

- Support the VP of Administration in executing all conference details and timelines

- Ensure all meeting materials are professionally prepared and meet organizational standards for quality control

- Monitor and reconcile expenditures related to meetings and events to adhere to budgetary constraints while keeping the VP of Administration informed

- Assist with website management

- Perform additional related duties as assigned

Administrative Support:

- Provide high-level administrative assistance

- Manage Outlook calendars

- Schedule in-office meetings and events

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

- Conduct daily errands using personal transportation

- Assist in travel planning and management, including itinerary preparation

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

- Handle mail distribution, screen calls, and maintain both electronic and physical filing systems

- Welcome client guests and ensure their needs are met

- Oversee inventory and ordering of office supplies

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

- Assist in the production of marketing materials and bulk mailings

- Perform other related tasks as required

Required Skills and Experience:

- High school diploma or equivalent is required; an associate degree is preferred

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

- Familiarity with business travel

- Proficient in Microsoft Office Suite (Word, Excel, PowerPoint, Access)

- Ability to handle sensitive information with integrity and confidentiality

- Strong written and verbal communication skills

- Exceptional organizational, multitasking, and time management abilities

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

- Reliable transportation with insurance

- Ability to lift up to 40 lbs

- Must be a US Citizen