Meeting & Convention Coordinator

Baltimore, MD, USA|Remote, Onsite

Job Overview

Employment Type

Full-time

Compensation

Salary

Range $63,000.00 - $65,000.00

Work Schedule

Standard Hours

Benefits

Health Insurance

Paid Time Off

Retirement Plan

hybrid work schedule

Professional development opportunities

Paid holidays

Travel reimbursement

Job Description

Our client is a nationally recognized professional association committed to supporting a vast network of professionals through high-impact programs, thought leadership, and collaborative initiatives. This dynamic organization fosters a mission-driven environment focused on improving outcomes and promoting professional growth within its community. Known for its dedication to excellence and innovation, the association plays a pivotal role in advancing its industry by organizing informative events, educational courses, and engaging networking opportunities for its members. Employees at this association benefit from a vibrant culture that values teamwork, continuous learning, and a commitment to making a positive impact. The organization offers a hybrid work arrangement, blending the collaborative energy of onsite work with the flexibility of remote tasks, providing a balanced and supportive professional setting. Located in Glen Burnie, Maryland, this opportunity caters to individuals seeking a stimulating and engaging workplace that values their contributions and encourages career development.

The position available is for a Meeting & Convention Coordinator, a role essential to the seamless planning and execution of internal and external events. This role starts as a contractual position with strong potential for permanency for candidates who demonstrate exceptional skills and commitment. Reporting directly to the Meetings Manager, the Meeting & Convention Coordinator undertakes comprehensive responsibilities encompassing all logistical aspects of meetings and conventions. This includes site and vendor selection, negotiation of rates and meeting rooms, coordination of housing and registration, room setup, and management of food and beverage requirements. The coordinator also ensures successful coordination of audio-visual needs, transportation arrangements, budget management, and invoice reconciliation. With a workload that includes organizing diverse event types such as laboratory courses, internal committee meetings, staff retreats, and both in-person and virtual educational programs, this role demands a candidate with excellent organizational and communication skills.

The ideal candidate must be comfortable with travel commitments, typically up to four times per year, as well as occasional weekend work averaging one weekend per month, to provide on-site event support including room setup, registration, and vendor coordination. This role requires a detail-oriented individual with a positive attitude and the ability to work effectively both independently and as part of a team. Salary for this position ranges from $63,000 to $65,000 per year, with a standard work schedule of Monday through Friday, 40 hours weekly, split between two days in the Glen Burnie office and three days remote. This position offers a unique chance to grow professionally within a respected association while playing a critical role in delivering successful events that support the organization's mission and contribute to its legacy of excellence.

Job Requirements

Bachelor's degree or equivalent experience in event management or related field
2-6 years of experience with event coordination and management
Ability to negotiate contracts and manage budgets effectively
Excellent organizational and communication skills
Proficiency with event management software preferred
Must be comfortable with travel up to 4 times per year
Ability to work occasional weekends, averaging one per month
Positive attitude and ability to work well in a team environment

Job Qualifications

2-6 years of experience with event coordination and management
CMP certified meeting professional preferred but not required
Experience using event software such as SwapCard or Session Board a plus
Strong attention to detail writing skills positive attitude and team player
Comfortable traveling to meetings up to 4x per year
Comfortable working one weekend on average per month

Job Duties

Coordinate all event logistics including food and beverage services audiovisual requirements room configurations hotel accommodations transportation arrangements and other related needs
Manage budgets related to meeting logistics and event execution
Review and code invoices ensuring accurate billing and financial reconciliation following each meeting
Plan and coordinate assigned meetings and events including laboratory courses internal committee meetings staff retreats coding courses and both in-person and virtual educational programs
Provide operational support and maintain specifications and event details for assigned areas Manage travel and hotel accommodations
Support additional Annual Meeting activities special projects and on-site meeting operations as needed
Solicit and evaluate proposals from hotels convention bureaus and venues through phone and email communications Prepare bid comparisons and collaborate with department contacts to identify preferred venues
Conduct venue and site research as needed and present findings and recommendations to department stakeholders
Negotiate hotel room blocks meeting space and vendor agreements Assist in the selection of audiovisual providers entertainment speakers and other vendors and review contracts with the Meetings Manager
Plan internal meetings and events as assigned including communication with faculty facilities teams and executive leadership Prepare welcome materials for faculty vendors and attendees and process faculty reimbursements
Travel to event locations when required to oversee on-site operations including room set-up registration audiovisual services sponsor areas and food and beverage execution
Reconcile and code hotel and vendor invoices for submission to Finance and distribute copies to the appropriate department contacts
Coordinate with the organization's designated travel agency to facilitate attendee reservations through phone and online booking systems Arrange travel and lodging for department-specific meetings as needed
Travel to the Annual Meeting to support room inspections social events and other operational responsibilities
Lead venue selection contract negotiations and meeting space arrangements for assigned events
Perform additional duties and special projects as assigned