Meeting Coordinator

TITLE:

Meeting Coordinator

DEPARTMENT:

Meetings

WORK TYPE:

Full-Time

LOCATION:

12999 E. Adam Aircraft Circle, Englewood, CO 80112

PAY RANGE:

$46,000 – 55,000 DOE

BONUS:

8% bonus potential based upon achievement of defined goals

401(K):

3% automatic safe-harbor match plus 80% elective deferral match of the first 5% contributed by the employee

BENEFITS:

Medical, Dental, Vision, FSA or HSA*, Short-Term Disability Insurance, Employer Paid Life Insurance, Employer Paid Long-Term Disability, Travel Assistance, and EAP. Sick, Vacation, and Holidays including Winter Break office closure from 12/24-1/1. 9/80 Work Schedule option.
 

SUMMARY

Responsible for assisting in the development, planning, organizing, management, administration, profitability, and effectiveness of SME conferences.  Collaborates cross-functionally with Marketing, Programming, IT, Web Development, etc. to create successful events.

 

KEY RESPONSIBILITIES:

Reasonable accommodations may be made to enable individuals with disabilities to perform the assigned and essential functions.

  • Responsible for assisting in the development, planning, organizing, management, administration, profitability, and effectiveness of SME conferences.
  • Provides on-site management to ensure all arrangements are executed properly including registration, hotel reservations, room sets, audiovisual, catering, transportation, signage, freight delivery and distribution, communication, participant flow, and wrap up.
  • Ensures events meet legal, safety, and health requirements and regulations; obtains necessary permits.
  • Collaborates cross-functionally with Marketing, Programming, IT, Web Development, etc. to create successful events.
  • Keeps projects organized and moving towards a common goal/deadline while also maintaining standards and best practices.
  • Works independently, managing groups of volunteers and co-workers while establishing and meeting deadlines.
  • Manages and reports on pre-meeting financial projections, as well as post-meeting financial reconciliation of meeting invoices, including hotel and other general vendor bills.
  • Frequent communication with association staff, association members, vendors, and hotel staff.
  • Responsible for preparing and distributing meeting logistic information to staff prior to meeting.
  • Manages and directs logistics, including tours, transportation, activities, menu selection, guarantees, billing and all specifics of meeting planning.
  • Establishes and maintains relationships with preferred supplier partners. Manages vendor relationships including: housing registration and general services contractor, ensuring timely turnaround for design ideas, signage, structures, shipping, and on-site production are implemented and properly managed.
  • Provide assistance in managing virtual meeting programs, including, but not limited to contracts with technology companies, attendee mailings and attendee hospitality services.
  • Assists staff with budget preparation and documentation for assigned conferences.
  • In collaboration with the Director of Meetings, oversees 3rd party registration/hotel provider (focusing on attendees), ensuring registration policies and procedures are implemented and hotel blocks are properly managed.
  • Participates in site visits for future events and collaborates with staff on final site decision.
  • Establishes relationships with local contacts prior to events.
  • Researches, evaluates, and negotiates contracts including hotels, 3rd party partners, shippers, event suppliers, etc.
  • Develops and maintains current lists of available venues, services, and pricing options.
  • Other duties as assigned.
 

REQUIRED EDUCATION AND EXPERIENCE

  • Bachelor’s degree in business administration or related field
  • 5 years of experience in Meetings, Project Management, or Event Planning
  • Or an equivalent combination of education and experience.
 

PREFERRED EDUCATION AND EXPERIENCE

  • CMP designation a plus, but not required
 

TRAVEL:

20% Required

 

The above qualifications and requirements are representative, but not all-inclusive, of the knowledge, skills, and abilities required for the position.

 

EOE/Minorities/Females/Veterans/Disabled

 

 

If you are having issues submitting your application online, please submit a cover letter expressing why you are interested in this particular position, including how your experience is related to the duties of the position, and a resume to jobs@smenet.org.

 

SME, www.smenet.org, is a scientific and technical society (501(c) (3) corporation) with more than 13,000 members globally in more than 100 countries.  SME members include engineers, geologists, metallurgists, educators, students and researchers focused on innovations in mining engineering. SME nurtures a professional community, develops technical content, and provides networking and educational opportunities for the mining industry.