Onsite Meeting and Event Operations Coordinator

The Onsite Meeting and Event Operations Coordinator supports the planning and execution of onsite internal meetings, leadership sessions, special events, and high-visibility engagements by delivering a seamless client experience and strong operational coordination. This role serves as a key point of contact for clients and internal stakeholders, ensuring all meeting and event details are managed accurately, communicated clearly, and executed with a high level of professionalism.

This position combines client-facing coordination with day-to-day event operations, partnering closely with on-site AV Technical and Special Event Producers and cross-functional support teams including AV, Remote Team, Room Booking, Catering, Facilities, Security, and external vendors. The role requires strong communication skills, excellent attention to detail, sound judgment, and the ability to work confidently with senior leaders and multiple service teams in a fast-paced environment.

• Serve as a primary point of contact for clients for onsite meetings and events, ensuring a responsive, polished, and high-quality experience from planning through completion.
• Communicate clearly and consistently with clients, internal stakeholders, senior leaders, and support teams to confirm event goals, requirements, timelines, and expectations.
• Support high-visibility and regulated engagements such as FDA audits, drug launch training sessions, Launch Readiness Review meetings, and executive or leadership events.
• Provide day-to-day coordination, troubleshooting, and follow-up to ensure meetings and events are executed as planned.
• Support end users responsible for self-service meetings by providing guidance on process, logistics, and available services.

• Coordinate all operational aspects of onsite meetings and events, including room bookings, catering, facilities support, security, campus travel, transportation, AV, webcast, virtual support, and production needs, including managing crew schedule assignments.
• Manage multiple event components and sub-services to ensure all services are delivered according to client requirements and timelines.
• Oversee onsite AV-supported activities in designated campus event spaces, including shared meeting and lobby spaces.
• Support recurring onsite leadership and training programs, including standard and expanded service models, while coordinating with global support teams when applicable.
• Prepare event materials and support logistics including supplies, equipment, printing, assembly, and shipment of materials.
• Track project milestones, timelines, and priorities for meetings and events with time-sensitive deliverables.

• Support the Statement of Work (SOW) process by ensuring required SOWs are created, reviewed, approved, completed, posted, and stored accurately and on time.
• Partner with onsite AV Technical and Special Event Producers to review production details and confirm meeting requirements are properly documented.
• Participate in production review meetings and global coordination calls to ensure accurate communication, readiness, and alignment across teams.
• Maintain event records, project documentation, and planning materials in Service Now, Outlook, and SharePoint.
• Support post-event review processes by gathering feedback, documenting outcomes, and identifying opportunities for continuous improvement.
• Help maintain operational guides, support documents, and tools used to improve consistency and service delivery.

• Act as a liaison between clients and key support teams including IT, AV, Real Estate and Facilities, Security, Catering, janitorial services, transportation providers, and external vendors.
• Submit, enter, and track event details in the appropriate systems, request forms, and internal trackers according to process requirements.
• Coordinate vendor and service partner activities related to setup, execution, breakdown, staffing, and event support needs.
• Work with service partners and vendors to help identify practical and cost-effective solutions…