Coordinator, Global Meetings & Events

Location

Business Functions/Chicago

Full time

R4519

Spencer Stuart is seeking a highly motivated and detail-oriented Coordinator to join our Global Meetings & Events Department. This full-time, entry-level, hybrid role is based in Spencer Stuart's Chicago office and offers an exciting opportunity to contribute to the planning and execution of internal meetings and events, in‑person and virtual, around the world ranging in size from eight to more than 400 attendees.

Joining the members of the Global Meetings & Events team, the Coordinator will play a key role in supporting event planning and logistics, ensuring seamless execution, and delivering exceptional attendee experiences. The Coordinator also will assist with ongoing departmental operations and administrative responsibilities. The ideal candidate is a collaborative team player with a strong commitment to learning, professional growth, and building a long‑term career in corporate meeting and event planning.

Since this role is entry‑level, comprehensive training and tailored guidance will be provided by team members to ensure the development of skills necessary for long‑term success.

Reports To:

Director, Global Meetings & Events

Other key relationships:
Global Meetings & Events managers and planners;
Administrative Managers;
Executive Engagement Administrators;
Accounting Department;
Tax & Legal Department

• Meeting & Event Planning Support:
  • Conduct comprehensive research on hotels and dining venues; help compile details and create site reports that are presented to key stakeholders
  • Create detailed attendee and rooming lists in Excel and Workday to support event logistics and accounting processes
  • Assist with tracking and reporting event expenses to ensure budget transparency and spend accuracy
  • Review and proofread department communications to ensure accuracy of spelling, grammar, punctuation, and style/branding consistency
  • Support document management processes, including obtaining contract signatures, managing e‑mail correspondence, and organizing electronic files
  • Create and produce printed materials including name badges, place cards, signage, and other event collateral
  • Build online event registration sites in Cvent using standard templates and guidance
  • Manage and input registration data from event participants
  • Support planning and execution of virtual meetings, partnering with internal IT team
• On‑site Event Support & Execution:
  • Deliver on‑site support for Chicago‑based meetings and events, including coordinating meeting room setups, partnering with internal IT colleagues for coordination and testing of AV equipment, managing catering deliveries and presentation, advancing off‑site reception and dinner venues, and responding to attendee needs
  • Assist with the setup of planning offices and organize event‑related supplies
  • Prepare and manage name badge displays and welcome collateral to ensure a seamless attendee arrival experience
  • Review meeting and meal setups against BEOs to verify accuracy and uphold quality standards
  • Assist with other elements of event execution as needed, such as transportation arrangements, signage placement, collateral distribution to attendees, meeting and dinner place cards, addressing attendee requests, etc.
  • Partner with team members to pack and ship remaining materials and supplies post‑event
• Administrative/Departmental Operational Support and Oversight:
  • Maintain departmental Excel databases containing meeting, attendee and cost details, ensuring data is accurate and up to date
  • Oversee firmwide and departmental event calendars
  • Manage attendee contact data and lists in Cvent to support communication outreach
  • Assist in invoice collection and vendor payment processing, including wire transfers and credit transactions; ensure proper coding and filing of billing documentation
  • Conduct research and maintain a central repository of hotel and venue information to support planning initiatives
  • Provide monthly departmental briefings on relevant developments and trends within the meeting planning and hospitality industries
  • Organize and electronically file collateral materials from…