Meeting Management Coordinator

JOB DESCRIPTION

The role of the Meetings Management (M3) Coordinator supports the registration and housing team, responds to general registration, housing and convention questions, and will also provide administration support of the Meetings Management (M3) program.

Qualifications:

• Advanced knowledge of Cvent
• Proactive and willing to learn registration and housing technology principles
• Strong organizational skills
• Enjoys working with a high level of attention to detail in a fast-paced, highly visible environment
• Ability to manage multiple project priorities and deadlines across multiple workstreams
• Stellar customer service and team player
• Proactively self-motivated to take initiative and problem solve independently as well as in team situations
• Working knowledge of Microsoft Office suite of services (PowerPoint, Excel, Word, Teams, SharePoint, One Drive, etc.)

Responsibilities:

• Monitor and respond to M3 Inbox and inquiries in Outlook
• Main point of contact for Workplace Solutions and Meeting Owners answer questions re: M3, directing people to the right resources
• Monitor M3 requests in Cvent, ensuring they are moving through the proper workflow for sourcing
• Support the M3 Budget Specialist role with data entry in Cvent and meeting request close-out process

Pre-Convention

• Support registration and housing team
• Work with team and vendors to manage meeting schedules
• Participate in all meetings
• Conduct site testing and provide feedback
• Assist Reg and Housing Managers with site test planning
• Communications and Customer Service
• Set up / manage WW info email
• Serve as primary contact for Martiz Customer Service Team inquiries and approvals
• Document Management and Support
• Develop and update FAQs
• Registration & Housing Overview
• Training Decks
• Timeline in Monday.com
• Presentation Decks
• Reporting Management
• Collaborate with R&H team on desired reporting metrics
• Assist with dissemination and cadence of report
• Badge Lead Inventory Management
• Create Badge Security documents
• Source and order badge components
• Provide budget updates to R/H Project Manager
• Source and order office suppliers, if needed
• Order temp staff uniforms

Post

• Assist with compiling final WW26 registration reporting.
• Support registration and housing leads with final program close-out
• Provide input for an in -depth post WW26 event debriefs with all vendors and R&H team.