Conference and Events Coordinator

Job description - Conference + Event Services Coordinator

Schedule:

Monday-Friday / 8:00am-5:00pm We are seeking an experienced, organized, and proactive Meetings & Events Coordinator to support our client's Conference + Event Services team. This role involves managing a wide range of scheduling, administrative tasks, and onsite event support. The ideal candidate has strong communication skills, is detail-oriented, and thrives in fast-paced, high-expectation environments.

Key Responsibilities:

Manage projects, conduct regular audits of processes and systems, and maintain accurate, up-to-date documentation to ensure operational efficiency and compliance Manage internal communications and calendar scheduling for conference spaces Answer phone calls, triage emails, and direct inquiries appropriately Conduct weekly conference room and storage walkthroughs and submit condition/status updates Use internal scheduling/reservation systems to manage bookings Coordinate small campus events and manage onsite logistics with XF partners (Catering, Furniture, Janitorial, Electrical) Support basic AV setup: Webex, video conferencing, microphones, Keynote Provide responsive, high-quality service via email, phone, and text Adapt to last-minute changes or urgent needs while maintaining professionalism

Key Qualifications:

2+ years of event coordination experience Strong calendar management experience Strong attention to detail and critical thinking skills Superior written and verbal communication skills Ability to summarize and relay information clearly across all levels Strong time management; able to prioritize and multi-task under pressure Self-starter with a proactive attitude and strong follow-through Able to anticipate challenges and offer creative solutions Flexible and prepared for scheduling changes or urgent requests Customer service-oriented with a sense of urgency

Preferred Experience:

Customer service: 2 years (Preferred) 2+ years of administrative experience is a plus Prior experience using room reservation tools and coordinating facilities needs a plus

Work Location:

In person

Job Type:

Full-Time Schedule:

Monday-Friday 8 hour shift Day shift Weekdays only

Work Location:

In person #IND 2+ years of event coordination experience Strong calendar management skills Excellent written and verbal communication Strong attention to detail and organization Ability to multitask and prioritize in fast-paced environments Proactive with strong follow-through Customer service-focused mindset Flexible and adaptable to urgent changes Basic AV and video conferencing knowledge Experience with room reservation systems preferred Administrative experience preferred Facilities coordination experience preferred Ability to coordinate onsite event logistics Ability to manage scheduling, documentation, and audits Comfortable providing support via phone, email, and text Availability to work onsite Monday-Friday, 8:00 AM-5:00 PM