Meeting and Events Coordinator

2 days ago

Dallas, Texas, United States The American Board of Obstetrics and Gynecology Full time
Job Overview

The Meeting and Events Manager is a key role within our organization, responsible for planning and executing internal meetings and events at the ABOG National Center. This position requires a high level of organization, attention to detail, and excellent communication skills to ensure seamless event execution.

Key Responsibilities
  • Develop and implement event strategies in collaboration with meeting owners, ensuring alignment with organizational goals.
  • Manage event planning, coordination, and execution, including vendor selection, budgeting, and logistics.
  • Monitor event progress, troubleshoot issues, and ensure timely resolution to maintain event quality.
  • Collaborate with internal stakeholders, including finance and facilities teams, to ensure event success.
  • Develop and maintain relationships with vendors, service providers, and external partners.
  • Conduct site visits, both locally and beyond DFW, to ensure event readiness.
  • Administer company rideshare accounts, send invites to employees and select volunteers, and facilitate expense reimbursement software for guests and internal staff.
  • Evaluate event performance, identifying areas for improvement and implementing changes to enhance future events.
  • Provide exceptional hospitality services to guests, including reservations, transportation coordination, and on-site support.
  • Act as the primary contact for outside groups interested in facility use opportunities at the ABOG National Center.
  • Develop and maintain a risk management plan for all events, identifying potential risks and developing strategies to mitigate them.
  • Manage the major event calendar to ensure facility utilization and achieve yearly facility use goals.
  • Develop innovative ideas for events, collaborating with internal staff events committee.
  • Ensure compliance with health and safety regulations during events, monitoring compliance of all present.
  • Manage event design, including visual concepts, decorations, lighting, and other design elements.
  • Coordinate with IT and facilities, as well as external A/V vendors, to ensure smooth audio-visual execution.
  • Manage contracts with vendors and service providers, ensuring all parties fulfill their obligations.
  • Develop post-evaluation reports, evaluating event success and identifying areas for improvement.
  • Collaborate with internal communications team as needed.
  • Serve as an ambassador of the ABOG brand and culture to our volunteers and guests.
Requirements
  • Bachelor's degree in a relevant field, such as Hospitality Management, Event Planning, or Business.
  • 5+ years of event management experience, preferably in a leadership role.
  • Outstanding people skills and a positive attitude.
  • Excellent communication skills to effectively interact with vendors, service providers, attendees, and colleagues.
  • Exceptional time management, organizational, negotiation, and budget oversight skills.
  • Strong vendor management and relationship management skills.
  • Knowledge of event registration technology, preferably C-Vent.
  • Ability to remain calm under stressful situations.
  • Proficient in Microsoft Office 365 applications.
Physical and Working Conditions

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. While performing the duties of this job, the employee is regularly required to sit; use hands to handle or feel and talk or hear. The employee is frequently required to reach with hands and arms. The employee is occasionally required to stand and walk. Specific vision abilities required by this job include close vision, distance vision, color vision, peripheral vision, depth perception, and ability to adjust focus.

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job in a typical office or administrative setting. The noise level in the work environment is usually low.

Compensation

Salary commensurate with experience. Excellent benefits program including Health, Dental, Vision, Health Savings Account, employer-matching 401(k), Basic Life and AD&D insurance, and Long-Term Disability.

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