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MEETINGS & EVENTS COORDINATOR

Overall Position Purpose:

This position exists to coordinate elements of the planning and execution of internal and external meetings and events under the general guidance of the Manager, Meetings & Events.

Core Responsibilities:

  • Assist in the logistics planning and execution for internal and external company meetings/events including, but not limited to:
    • Organizational Governance (Board of Director, Council, and Committee meetings)
    • Cross-Division (Department) Programmatic Initiatives (Item Development Workshops, Item Writer Training Events, Regional Item Writer/Trainings, Compliance meetings);
  • Arrange the procurement of contracts associated with meetings/events and help to monitor that contractual obligations are met/upheld for all meeting/events;
  • Assist in compiling financial data, drafting of financial reports and the development of the annual budget(s) to support meetings/events;
  • Collaborate in the development and reporting of post-meeting event reports;
  • Coordinate the development and dissemination of meeting/event communication to internal and external stakeholders;
  • Facilitate the ordering, coordinating, and managing of materials for meetings and events;
  • Serve as a resource to staff, volunteers and vendors in support of meeting/event activities;
  • Serve as on-site support for select meetings/events and occasionally serve as lead for on-site and local events;
  • Maintain and update internal and external website content pertaining to meetings and events;
  • Perform thorough, independent research regarding meetings and events as needed; and
  • Maintain processes/procedures as required for organizational ANSI accreditation.

Required Education/Experience

  • Bachelor’s Degree, certification or equivalent required in related field and
  • Minimum of two years of related experience in an office environment, preferably in meetings and events.
Required Qualifications/ Skills
  • Moderate knowledge of meeting/events planning.
  • Exceptional project management knowledge, organizational skills and the ability to multi-task, prioritize, and change course as required.
  • Ability to conduct research, analysis, and prepare data reports.
  • Demonstrated skill in writing concise, logical and grammatically correct letters and reports.
  • Strong collaboration and communications skills.
  • Basic understanding of budgeting principles and expenditure tracking.
  • Consistent attention to detail and follow-through skills.
  • Strong interpersonal skills with ability to interact effectively, efficiently, and professionally with individuals at all levels of the organization as well as external contacts.
  • Ability to maintain professional demeanor under demanding conditions.
  • Ability to work in a team environment.
  • Advanced knowledge of the Microsoft Office Suite.
  • Database knowledge preferred.

Inteleos Attributes

  • Accountable – taking ownership of your work and delivers results. Being responsible for your actions.
  • Collegial – being helpful, respectful, approachable and team oriented. Building strong working relationships and a positive work environment. Consider the thought and opinions of others.
  • Ethical/Integrity -employee is honest and trustworthy when working with colleagues, volunteers, and other stakeholders. Lead by example.
  • Committed to:
    • Creating the global standard of excellence in healthcare and patient safety
    • Excellence – Strive to excel in everything you do
    • Quality – Taking the initiative, extra time, care and vigilance to get the job done right
    • Continuous Learning
  • Have a Positive “Can-do” Attitude- being ready, available and willing to get the job done and done well
Supervisory Environment
  • Works under general supervision with broadly defined work objectives.
  • Makes decisions of some complexity regarding work design, projects, etc., which regularly impact the next organizational layer and may impact an organizational function.
  • Work projects and products are subject to management review for content, quality and appropriateness.
  • Incumbent generally has no formal supervisory responsibility, though they may provide regular work direction to other employees.
Work Environment 
The incumbent will work at a desk in an office environment or an approved remote location. Some evening and weekend work will be required, and some travel may be required. There are minimal requirements to lift or move equipment.
This description is intended to provide an overview of the responsibilities of the position. It is not all-inclusive and an incumbent in the position will be expected to perform other duties as required. The responsibilities may change over time. This description is provided for informational purposes only and does not form the basis of a contract.​