How to hire a meeting coordinator

How to hire a meeting coordinator, step by step

Here's a step-by-step meeting coordinator hiring guide:

• Step 1: Identify your hiring needs
• Step 2: Create an ideal candidate profile
• Step 3: Make a budget
• Step 4: Write a meeting coordinator job description
• Step 5: Post your job
• Step 6: Interview candidates
• Step 7: Send a job offer and onboard your new meeting coordinator
• Step 8: Go through the hiring process checklist

What does a meeting coordinator do?

Post a meeting coordinator job for free, promote it for a fee

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1. Identify your hiring needs

   Before you post your meeting coordinator job, you should take the time to determine what type of worker your business needs. While certain jobs definitely require a full-time employee, it's sometimes better to find a meeting coordinator for hire on a part-time basis or as a contractor.

   Determine employee vs contractor status

   Is the person you're thinking of hiring a US citizen or green card holder?

   Yes

   No

   You should also consider the ideal background you'd like them a meeting coordinator to have before you start to hire. For example, what industry or field would you like them to have experience in, what level of seniority or education does the job require, and how much it'll cost to hire a meeting coordinator that fits the bill.

   This list shows salaries for various types of meeting coordinators.

   Type of Meeting Coordinator	Description	Hourly rate
   Meeting Coordinator	Meeting, convention, and event planners coordinate all aspects of events and professional meetings. They arrange meeting locations, transportation, and other details.	$15-26
   Event Internship	Events interns work directly with development staff to help event coordinators in event planning and promotion. They have varied responsibilities that include communicating with vendors to move event logistics, attending meetings of the planning committee as needed, and organizing and purchasing materials and supplies... Show more	$11-17
   Event Planner	An event planner is responsible for organizing events, following the clients' needs, instructions, and budget goals. Event planners must be highly communicative to coordinate and negotiate contracts with suppliers, third-party vendors, and venue rentals... Show more	$16-35

   Show more

2. Create an ideal candidate profile

   Common skills:

   • Event Planning
   • Meeting Logistics
   • Client Facing
   • Reservations
   • PowerPoint
   • Booking
   • Ground Transportation
   • Vendor Contracts
   • Database Management
   • Meeting Rooms
   • Meeting Materials
   • Audio-Visual Equipment
   • Event Management
   • Room Set-Up

   Check all skills

   Responsibilities:

   • Manage CME lectures and approve the completion of each program.
   • Manage contract negotiations, RFP proposals, presentations, and escalations.
   • Confirm reservations, registrations and manage itineraries.
   • Prepare and send out speaker and VIP confirmation letters and confirmations for all regional cluster meetings.
   • Source and find hotel venues for meetings via phone sales and conventional planners according to their RFP (itinerary).
   • Ensure dynamic customer service forming relationships with clients from all lines of business assisting them with immediate last minute booking assistance.

   More meeting coordinator duties

3. Make a budget

   Including a salary range in your meeting coordinator job description is one of the best ways to attract top talent. A meeting coordinator can vary based on:

   • Location. For example, meeting coordinators' average salary in arkansas is 51% less than in new york.
   • Seniority. Entry-level meeting coordinators 41% less than senior-level meeting coordinators.
   • Certifications. A meeting coordinator with certifications usually earns a higher salary.
   • Company. Working for an established firm or a new start-up company can make a big difference in a meeting coordinator's salary.

   Average meeting coordinator salary

   $43,344yearly

   $20.84 hourly rate

   ---

   Entry-level meeting coordinator salary

   $33,000 yearly salary

   Updated December 15, 2025

   Average meeting coordinator salary by state

   Rank	State	Avg. salary	Hourly rate
   1	New York	$60,619	$29
   2	District of Columbia	$54,297	$26
   3	New Jersey	$50,589	$24
   4	California	$49,930	$24
   5	Virginia	$49,045	$24
   6	Maryland	$45,435	$22
   7	Nevada	$43,471	$21
   8	Colorado	$41,335	$20
   9	Texas	$40,613	$20
   10	Arizona	$39,004	$19
   11	Florida	$38,732	$19
   12	Ohio	$37,270	$18
   13	Montana	$36,285	$17

   Average meeting coordinator salary by company

   Company

   Rank	Company	Average salary	Hourly rate	Job openings
   1	Shriners Hospitals for Children	$59,124	$28.43
   2	JPMorgan Chase & Co.	$58,572	$28.16	32
   3	Deloitte	$57,908	$27.84	1
   4	The New York Academy of Sciences	$57,126	$27.46
   5	The IACP	$50,527	$24.29
   6	The Florida Bar	$50,181	$24.13
   7	Parexel International	$49,313	$23.71
   8	USRA	$48,275	$23.21
   9	Voya Financial	$47,626	$22.90
   10	Washington State University	$47,290	$22.74
   11	Association Headquarters	$44,613	$21.45	5
   12	Applied Medical Resources	$43,688	$21.00
   13	Children's Health Corporation	$43,196	$20.77
   14	Global Crew Logistics	$43,179	$20.76
   15	Daughters of the American Revolution	$42,730	$20.54
   16	Kelly Services	$42,688	$20.52	2
   17	Mutual Trading Co.	$42,560	$20.46
   18	Randstad North America, Inc.	$42,559	$20.46
   19	Robert Half	$41,471	$19.94	15
   20	BCD Travel	$41,448	$19.93	2

4. Writing a meeting coordinator job description

   A job description for a meeting coordinator role includes a summary of the job's main responsibilities, required skills, and preferred background experience. Including a salary range can also go a long way in attracting more candidates to apply, and showing the first name of the hiring manager can also make applicants more comfortable. As an example, here's a meeting coordinator job description:

   Meeting coordinator job description example

   Arch Amenities Group, the world's leading spa, fitness and leisure firm, is seeking a Meeting Coordinator for a class A commercial real estate building with lounge and conference center in Pittsburgh, PA. The Meeting & Conference Coordinator will manage the daily operations of the Amenity function for the Center. Will effectively coordinate and plan meetings requests including food & beverage, receptions, and audio visual. Greet guests to the amenity floor and assists in execution of community engagement schedule for the building with support of the local corporate engagement team. Base of $65K - Apply today for immediate consideration!
   
   Our ideal candidate will have prior hospitality experience (some events, meeting or conference coordination experience highly preferred). Exceptional customer service experience required. We're growing quickly and scaling for rapid growth in our events and engagement division - exciting opportunities for internal advancement!
   Responsibilities Must effectively plan and communicate to all departments the expressed need of the customer. Greet customer and assist will all client needs during the entire meeting Create all Booking sheets (BEO) with meeting details and pricing Collect all outstanding balances prior to the arrival of the group Organize all third-party vendors associated with the group Work with the Food & Beverage partner to ensure all catering options/menus are presented to the customer accurately and effectively. Work with the service staff to see that message handling with administrative support is efficiently handled and placed in the computer-based system immediately. Work closely with the group to ensure room set-ups, AV needs, and special requests. Maintain accurate data in sales/catering software to update system as business dictates. Assist in scheduling for community activities for tenants and support local team Qualifications • Ability to arrive to work on time and when scheduled.
   • Be flexible concerning scheduling needs and requirements.
   • Keep abreast of industry trends, share information with all staff.
   • Superior quantitative, oral and written communications and problem-solving/strategizing skills.
   • Excellent overall computer skills with advanced knowledge of all Microsoft Office software.
   • Proactive mindset to anticipate and support changes in our business.
   • Conformity to the highest standards of personal integrity and ethical behavior.
   • Exceptional customer service abilities.
   • Exceptional organizational and time management skills. QUALIFICATION STANDARDS
   EDUCATION
   BS degree preferred, but not necessary if employee has related hospitality experience.
   EXPERIENCE, LICENSES OR CERTIFICATES
   Minimum of 2 years hospitality experience or
   Degree in Hospitality Facility/Job Highlights Arch Amenities Group is an equal employment opportunity employer that is committed to having a diverse work force. We can recommend jobs specifically for you! Click here to get started.

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5. Post your job

   There are a few common ways to find meeting coordinators for your business:

   • Promoting internally or recruiting from your existing workforce.
   • Ask for referrals from friends, family members, and current employees.
   • Attend job fairs at local colleges to meet candidates with the right educational background.
   • Use social media platforms like LinkedIn, Facebook, and Twitter to recruit passive job-seekers.

   Post your job online:

   • Post your meeting coordinator job on Zippia to find and recruit meeting coordinator candidates who meet your exact specifications.
   • Use field-specific websites.
   • Post a job on free websites.

6. Interview candidates

   During your first interview to recruit meeting coordinators, engage with candidates to learn about their interest in the role and experience in the field. During the following interview, you'll be able to go into more detail about the company, the position, and the responsibilities.

   It's also good to ask about candidates' unique skills and talents. You can move on to the technical interview if a candidate is good enough for the next step.

   The right interview questions can help you assess a candidate's hard skills, behavioral intelligence, and soft skills.

7. Send a job offer and onboard your new meeting coordinator

   Once you've found the meeting coordinator candidate you'd like to hire, it's time to write an offer letter. This should include an explicit job offer that includes the salary and the details of any other perks. Qualified candidates might be looking at multiple positions, so your offer must be competitive if you like the candidate. Also, be prepared for a negotiation stage, as candidates may way want to tweak the details of your initial offer. Once you've settled on these details, you can draft a contract to formalize your agreement.

   You should also follow up with applicants who don't get the job with an email letting them know that you've filled the position.

   To prepare for the new meeting coordinator first day, you should share an onboarding schedule with them that covers their first period on the job. You should also quickly complete any necessary paperwork, such as employee action forms and onboarding documents like I-9, benefits enrollment, and federal and state tax forms. Finally, Human Resources must ensure a new employee file is created for internal record keeping.

8. Go through the hiring process checklist

   • Determine employee type (full-time, part-time, contractor, etc.)
   • Submit a job requisition form to the HR department
   • Define job responsibilities and requirements
   • Establish budget and timeline
   • Determine hiring decision makers for the role
   • Write job description
   • Post job on job boards, company website, etc.
   • Promote the job internally
   • Process applications through applicant tracking system
   • Review resumes and cover letters
   • Shortlist candidates for screening
   • Hold phone/virtual interview screening with first round of candidates
   • Conduct in-person interviews with top candidates from first round
   • Score candidates based on weighted criteria (e.g., experience, education, background, cultural fit, skill set, etc.)
   • Conduct background checks on top candidates
   • Check references of top candidates
   • Consult with HR and hiring decision makers on job offer specifics
   • Extend offer to top candidate(s)
   • Receive formal job offer acceptance and signed employment contract
   • Inform other candidates that the position has been filled
   • Set and communicate onboarding schedule to new hire(s)
   • Complete new hire paperwork (i9, benefits enrollment, tax forms, etc.)

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How much does it cost to hire a meeting coordinator?