Coordinator, Global Meetings

SSI (U.S.) Inc. d/b/a Spencer Stuart

Spencer Stuart is an equal opportunity and affirmative action employer F/M/Disability/Vet/Sexual Orientation/Gender Identity.

Location: Business Functions/Chicago

Full/Part Time: Full time

Req ID: R4519

Position Summary

Spencer Stuart is seeking a highly motivated and detail-oriented Coordinator to join our Global Meetings & Events Department. This full-time, entry-level, hybrid role is based in Spencer Stuart's Chicago office and offers an exciting opportunity to contribute to the planning and execution of internal meetings and events, in-person and virtual, around the world ranging in size from eight to more than 400 attendees. Joining the members of the Global Meetings & Events team, the Coordinator will play a key role in supporting event planning and logistics, ensuring seamless execution, and delivering exceptional attendee experiences. The Coordinator also will assist with ongoing departmental operations and administrative responsibilities. The ideal candidate is a collaborative team player with a strong commitment to learning, professional growth, and building a long-term career in corporate meeting and event planning. Since this role is entry-level, comprehensive training and tailored guidance will be provided by team members to ensure the development of skills necessary for long-term success.

Location: Chicago

Key Relationships

Reports To:

Director, Global Meetings & Events

Other key relationships:

Global Meetings & Events managers and planners

Administrative Managers

Executive Engagement Administrators

Accounting Department

Tax & Legal Department

Responsibilities Include:

• Meeting & Event Planning Support:
  
  • Conduct comprehensive research on hotels and dining venues; help compile details and create site reports that are presented to key stakeholders
  • Create detailed attendee and rooming lists in Excel and Workday to support event logistics and accounting processes
  • Assist with tracking and reporting event expenses to ensure budget transparency and spend accuracy
  • Review and proofread department communications to ensure accuracy of spelling, grammar, punctuation, and style/branding consistency
  • Support document management processes, including obtaining contract signatures, managing e-mail correspondence, and organizing electronic files
  • Create and produce printed materials including name badges, place cards, signage, and other event collateral
  • Build on-line event registration sites in Cvent using standard templates and guidance
  • Manage and input registration data from event participants
  • Support planning and execution of virtual meetings, partnering with internal IT team

• On-site Event Support & Execution:
  • Deliver on-site support for Chicago-based meetings and events, including coordinating meeting room setups, partnering with internal IT colleagues for coordination and testing of AV equipment, managing catering deliveries and presentation, advancing off-site reception and dinner venues, and responding to attendee needs
  • Assist with the setup of planning offices and organize event-related supplies
  • Prepare and manage name badge displays and welcome collateral to ensure a seamless attendee arrival experience
  • Review meeting and meal setups against BEOs to verify accuracy and uphold quality standards
  • Assist with other elements of event execution as needed, such as transportation arrangements, signage placement, collateral distribution to attendees, meeting and dinner place cards, addressing attendee requests, etc.
  • Partner with team members to pack and ship remaining materials and supplies post-event

• Administrative/Departmental Operational Support and Oversight:
  • Maintain departmental Excel databases containing meeting, attendee and cost details, ensuring data is accurate and up to date
  • Oversee firmwide and departmental event calendars
  • Manage attendee contact data and lists in Cvent to support communication outreach
  • Assist in invoice collection and vendor payment processing, including wire transfers and credit transactions; ensure proper coding and filing of billing documentation
  • Conduct research and maintain a central repository of hotel and venue information to support planning initiatives
  • Provide monthly departmental briefings on relevant developments and trends within the meeting planning and hospitality industries
  • Organize and electronically file collateral materials from sales visits, site inspections, and vendor engagements
  • Procure meeting supplies and event collateral; manage team's Chicago-based in-office supply inventory
  • Coordinate occasional inbound and outbound departmental shipments, liaising with venues to ensure delivery and receipt
  • Prepare and distribute meeting minutes and conference call notes

Preferred Experience, Skills and Abilities

• Bachelor's degree in hospitality, meeting/event management, marketing, communications or business preferred
• Collaborative team player who thrives in a dynamic environment, with the ability to work independently and prioritize to meet deadlines
• Proven ability to track multiple tasks and responsibilities simultaneously
• Strong organizational, analytical and follow-through skills
• Exceptional communication skills - verbal, written, listening - with a sharp eye for proofreading and editing
• Highly detail-oriented with a client-service mindset
• Proficient in Microsoft Office Suite, including Excel, Word, Outlook and PowerPoint
• Experience with electronic survey tools and data entry preferred; familiarity with Cvent is a plus
• Interest in exploring and applying AI tools to enhance event planning processes and output
• Ability to exercise good judgment, professionalism, and discretion in handling sensitive information
• Prior exposure to meeting/event planning desired, preferably in a corporate, professional services, or academic setting
• Ability to lift and move items up to 25 pounds (e.g., event materials such as boxes, banners, easels/signage, and supplies)
• Willingness and ability to travel domestically and internationally for event support and planning purposes, typically once annually for 10 to 12 days, and potentially twice a year for 3 to 5 days.

The base compensation for this position is $50,000 per year. The actual base compensation offered will be dependent on the individual's skills, experiences, and qualifications. This position will be eligible to participate in our annual discretionary bonus program.

Spencer Stuart also offers a competitive benefits package, which includes:

• Retirement savings plan with discretionary profit sharing contribution and employer match;
• PTO (minimum 15 days per year, increases with tenure), paid sick time (10 days per year), company holidays (12 days per year), and paid leaves of absence when applicable;
• Comprehensive health benefits, including medical, dental, and vision insurance, and healthcare flexible spending account;
• Life Insurance, and short-term and long-term disability insurance;
• Wellness benefits, including an employee assistance program, virtual mental health program, and mindfulness program;
• and Voluntary benefit options, including supplemental life insurance, identity theft protection, and whole life insurance with long-term care and critical illness coverage.

Spencer Stuart is a proud equal opportunity and affirmative action employer. We are committed to non-discrimination without regard to actual or perceived race, ethnicity, creed, color, religion, gender (including pregnancy, childbirth or related medical conditions), national origin, immigration status, ancestry, age, marital status, protected veteran status, physical or mental disability, medical condition, genetic information, sexual orientation, gender identity, or any basis prohibited under applicable federal, state or local law.

Please see job description

PI280037880

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