The Meetings Coordinator provides essential logistical and administrative support for assigned meetings and programs, assisting the Meetings team throughout all phases of event planning and execution. This role is responsible for coordinating shipping, maintaining event materials and inventories, supporting special events and conference logistics, and ensuring timely completion of assigned tasks and deliverables.
The Coordinator works closely with meeting managers, vendors, and internal teams to support successful event operations while maintaining accurate records, timelines, and communication. This position serves as a key operational resource, providing on-site support to ensure a smooth, organized conference experience.
RESPONSIBILITIES:
Conference Logistics and Project Support
- Provide logistical support for assigned conferences and programs
- Assist with the development and implementation of signage plans and coordinate production and delivery
- Coordinate local vendors and service providers, as directed
- Support fulfillment of vendor contract specifications and service deliverables
- Maintain project timelines and track completion of assigned tasks
- Provide on-site support, including coordination of room sets, audiovisual needs, catering, and registration materials
- Assist with maintaining records and documentation related to event operations
- Support team efforts to ensure a positive attendee experience
- Perform additional projects and responsibilities as assigned
Special Events
Coordinates logistical planning and execution for assigned special events at conferences, including receptions, workshops, lab tours, banquets, and networking functions.
Responsibilities include:
- Assist with sourcing venues and service providers
- Support development and tracking of event budgets and timelines
- Coordinate catering, transportation, and other event services as directed
- Manage registration or RSVP processes and attendee communications
- Provide on-site coordination to support successful event execution
- Track attendance and assist with post-event documentation
OFC Exhibitor Meeting Room Coordination
Oversee OFC exhibitor meeting room assignments, managing the process from contract through on-site execution.
Responsibilities include:
- Partner with Sales and Logistics teams to assign exhibitor meeting rooms based on requirements and availability
- Coordinate with venues and vendors to ensure all meeting room information, setup details and requirements are received and communicated accurately
- Serve as the primary point of contact for exhibitors regarding meeting room questions and support before, during and after the event
- Maintain meeting room schedules, tracking documents and related communications
- Provide on-site support to ensure smooth meeting room operations and resolve issues as needed
Shipping and Materials Management
Serves as the primary coordinator for shipping and inventory management for all department events.
Responsibilities include:
- Coordinate shipment of conference materials to and from event locations
- Prepare shipping labels and establish shipment timelines and deadlines
- Serve as the primary point of contact with shipping vendors
- Track shipments and confirm delivery to event locations
- Coordinate return shipments following events
- Maintain shipping inventories and ensure meeting materials remain organized and accounted for
- Identify event-related technology or equipment needs and coordinate orders with appropriate teams
- Maintain and update shipping procedures and documentation (SOPs)
Website and Mobile App Support
- Update and maintain conference web pages related to special events, housing and travel information
- Assist with the development, testing and deployment of the meeting mobile app
- Ensure timely and accurate updates to digital platforms as directed
Vendor and Resource Coordination
- Maintain and update contact lists for local vendors, venues, and service providers
- Confirm and document negotiated corporate rates with local hotels, as directed
- Track and maintain records related to hotel reward programs and travel discount partners
- Collect and update meeting-related discount codes and vendor information
- Maintain organized records and reports for internal use
EDUCATION AND EXPERIENCE
- Bachelor’s degree required
- 1–2 years of meeting, event, or administrative coordination experience preferred
- Internship or volunteer experience supporting events or working with committees is beneficial
- Association or nonprofit experience preferred
SKILLS AND ABILITIES
- Strong organizational and time-management skills
- Attention to detail and ability to manage multiple tasks simultaneously
- Clear written and verbal communication skills
- Ability to follow established processes and maintain accurate records
- Ability to work both independently and as part of a team
- Ability to travel approximately 25%
- Proficiency in Microsoft Office and database or event management systems
- Strong customer service orientation
