Meeting/Event Coordinator

Description We are looking for a proactive and detail-oriented Meeting/Event Coordinator to join our team in Newark, New Jersey. In this long-term contract position, you will play a key role in supporting the planning and execution of events, including meetings, conferences, and client receptions. This is an excellent opportunity to gain hands-on experience in event coordination while contributing to impactful projects in a dynamic, fast-paced environment.

Responsibilities:

• Assist in organizing in-person, virtual, and hybrid events, such as conferences, investor meetings, and client receptions.
• Coordinate event logistics, including venue selection, catering arrangements, AV setup, shipping, and transportation needs.
• Manage event registration processes, attendee communications, and tracking systems to ensure smooth execution.
• Oversee vendor relationships by handling invoices, contracts, payments, and compliance reviews.
• Prepare event materials, including agendas, signage, name badges, presentations, and post-event surveys.
• Support data-related tasks such as data collection, entry, formatting, and reporting for events.
• Provide assistance with event websites, invitations, and marketing materials using platforms like Cvent and ExactTarget.
• Offer on-site event support, including managing the registration desk, hosting attendees, and troubleshooting issues.
• Contribute to budget tracking, reconciliation processes, and the preparation of team meeting agendas.
• Generate reports and maintain event documentation, including post-program summaries and analysis. Requirements
• Bachelor's degree in Event Management, Marketing, Communications, Business, or a related field is preferred but not required.
• Up to 2 years of internship or relevant experience in event planning, marketing, hospitality, or a similar field.
• Strong organizational and multitasking abilities with a keen attention to detail.
• Excellent written and verbal communication skills to interact effectively with clients and team members.
• Proficiency in Microsoft Office Suite, including Excel, PowerPoint, and Outlook; familiarity with platforms like Zoom, Cvent, and WebEx is a plus.
• Ability to work in a fast-paced environment, manage multiple deadlines, and adapt to changing priorities.
• A detail-oriented attitude and a client-focused approach to delivering exceptional service.
• Flexibility to work occasional evenings, weekends, or travel as required for event execution.

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