A meeting coordinator facilitates meetings and maintains a corporate schedule, estimating costs, booking spaces, and handling scheduling issues. They work closely with executives and can schedule pre- or post-event meetings to gather feedback. They also ensure venues are presentable and assess health and safety issues.
A meeting coordinator usually facilitates meetings and maintains a corporate schedule. There are many potential parts to the job of a meeting or conference coordinator, but most of them have to do with facilitating meetings between members of a company or other parties. Generally, the meeting coordinator is a high-level planner who specializes in the logistics of all types of meetings, from regularly scheduled internal meetings to large conferences.
A general area of responsibility for a meeting coordinator might involve meeting or conference bookkeeping duties. These professionals can estimate the costs of a meeting, conference or event, providing line item costs to include in the company’s total budget. Cost estimating and purchasing are part of what meeting coordinators can do to facilitate events.
Another aspect of meeting coordination is maintaining presence functions. Meeting coordinators can book meeting space or make cancellations, keeping an up-to-date list of who will be attending a specific corporate event. These professionals can also handle a variety of booking conflicts or scheduling issues.
Many meeting or conference coordinators work closely with corporate executives. They might work on events that happen within a department, events that happen across departments, or events where corporate executives interact with third parties. In all these cases, meeting coordinators will work in administrative roles to ensure that meetings and other events run smoothly.
In addition to planning actual meetings, conferences, and events, meeting coordinators can schedule pre- or post-event meetings to gather more information about what is needed. This can include gathering experienced employees who can provide feedback on an event before it happens, as well as holding post-event meetings to educate department leaders or executives about what happened at a meeting or event.
Meeting or conference coordinators can also work closely with facility maintenance staff to ensure venues where events are held are in a presentable condition. Health and safety issues can also be assessed prior to an event. A meeting coordinator can also go over the various types of insurance that may be needed for a large corporate event or even an in-house meeting. All of this is just part of what high-level meeting planners may need to go under the general heading of logistics and planning.
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