What does a meeting coordinator do?
A meeting coordinator is responsible for all aspects of meetings and events. Your duties will include finding and scheduling meetings and events venues, designing and planning the itineraries and menus for the meeting or event, and looking for vendors to provide services at meetings such as decorators. As a meeting coordinator, you will be responsible for inviting speakers, confirming their attendance, and preparing any equipment they need to present. You are also expected to inspect the venues and ensure that everything is organized and ready before the event.
Meeting coordinator responsibilities
Here are examples of responsibilities from real meeting coordinator resumes:
- 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.
- Arrange hotel accommodations, including booking hotel rooms blocks, contacting travelers about room requirements and preparing and submitting rooming list.
- Help prepare Microsoft PowerPoint presentations as needed.
- Design PowerPoint presentations and are on-site show operator.
- Design computer-based tracking system for VIP hotel accommodations and event social function responses.
- Develop and maintain effective working relationships with Greek alumni chapters and regional and national offices.
- Provide creative support and assistance by researching and developing booth entertainment ideas and designing booth signage and packaging of giveaways.
Meeting coordinator skills and personality traits
We calculated that 19% of Meeting Coordinators are proficient in Event Planning, Meeting Logistics, and Client Facing. They’re also known for soft skills such as Communication skills, Interpersonal skills, and Negotiation skills.
We break down the percentage of Meeting Coordinators that have these skills listed on their resume here:
- Event Planning, 19%
Implemented department processes, created event planning templates and automated reporting, optimizing production and reducing event turnaround times.
- Meeting Logistics, 6%
Collaborated with vendors concerning meeting logistics, travel accommodations, signage for events; created and distributed meeting materials.
- Client Facing, 6%
Worked with IT team to improve client facing websites as well as communications sent out to pharmaceutical field
- Reservations, 6%
Coordinated and executed event reservations for corporate groups and weddings using Passkey reservations system.
- PowerPoint, 6%
Designed PowerPoint presentations and was on-site show operator.
- Booking, 5%
Ensured dynamic customer service forming relationships with clients from all lines of business assisting them with immediate last minute booking assistance.
Common skills that a meeting coordinator uses to do their job include "event planning," "meeting logistics," and "client facing." You can find details on the most important meeting coordinator responsibilities below.
Communication skills. One of the key soft skills for a meeting coordinator to have is communication skills. You can see how this relates to what meeting coordinators do because "meeting, convention, and event planners exchange information with clients, suppliers, and event staff." Additionally, a meeting coordinator resume shows how meeting coordinators use communication skills: "oversee database management through consistent communication with a digital marketing vendor. "
Interpersonal skills. Another essential skill to perform meeting coordinator duties is interpersonal skills. Meeting coordinators responsibilities require that "meeting, convention, and event planners must establish and maintain positive relationships with clients and suppliers." Meeting coordinators also use interpersonal skills in their role according to a real resume snippet: "organized promotional events including open houses prepared children birthday parties utilized strong interpersonal skills with customers during events"
Negotiation skills. meeting coordinators are also known for negotiation skills, which are critical to their duties. You can see how this skill relates to meeting coordinator responsibilities, because "meeting, convention, and event planners must be able to secure quality products and services at reasonable prices for their clients." A meeting coordinator resume example shows how negotiation skills is used in the workplace: "managed contract negotiations, rfp proposals, presentations, and escalations. "
Organizational skills. meeting coordinator responsibilities often require "organizational skills." The duties that rely on this skill are shown by the fact that "meeting, convention, and event planners must multitask, pay attention to details, and meet tight deadlines." This resume example shows what meeting coordinators do with organizational skills on a typical day: "demonstrate strong multitasking, organizational and customer service skills. "
Problem-solving skills. Another crucial skill for a meeting coordinator to carry out their responsibilities is "problem-solving skills." A big part of what meeting coordinators relies on this skill, since "meeting, convention, and event planners must be able to anticipate potential issues and prepare creative solutions that satisfy clients." How this skill relates to meeting coordinator duties can be seen in an example from a meeting coordinator resume snippet: "develop assessment and technology solutions for meeting and event management. "
The three companies that hire the most meeting coordinators are:
- JPMorgan Chase & Co.4 meeting coordinators jobs
- BCD Travel4 meeting coordinators jobs
- Association Headquarters4 meeting coordinators jobs
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Compare different meeting coordinators
Meeting coordinator vs. 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. A few skills are required for an events intern to accomplish these responsibilities, including being detail-oriented, excellent communication skills, and proficiency in Microsoft Word, Excel, and PowerPoint. Having previous work experience is also an advantage.
These skill sets are where the common ground ends though. The responsibilities of a meeting coordinator are more likely to require skills like "meeting logistics," "client facing," "reservations," and "booking." On the other hand, a job as an event internship requires skills like "customer service," "events intern," "press releases," and "twitter." As you can see, what employees do in each career varies considerably.
Event interns really shine in the education industry with an average salary of $30,949. Comparatively, meeting coordinators tend to make the most money in the pharmaceutical industry with an average salary of $50,259.event interns tend to reach similar levels of education than meeting coordinators. In fact, event interns are 0.7% less likely to graduate with a Master's Degree and 0.5% less likely to have a Doctoral Degree.Meeting coordinator vs. Event specialist
Events specialists, also known as events producers or event planners, have many roles and responsibilities. They establish event concepts, select venues, secure sponsorships, and handle logistics for events. Also, they plan and manage event timelines, coordinate technical aspects, and manage risks. Event specialists are also responsible for communicating with vendors, organizing marketing materials, and liaising with event speakers. To become an event specialist, one should need to meet several qualifications that include having a degree in marketing, hospitality, or public relations. Organization skills and experience in project management are also important.
While some skills are similar in these professions, other skills aren't so similar. For example, resumes show us that meeting coordinator responsibilities requires skills like "meeting logistics," "client facing," "reservations," and "powerpoint." But an event specialist might use other skills in their typical duties, such as, "brand awareness," "product preparation," "product demonstrations," and "food preparation."
Event specialists earn a lower average salary than meeting coordinators. But event specialists earn the highest pay in the technology industry, with an average salary of $44,799. Additionally, meeting coordinators earn the highest salaries in the pharmaceutical with average pay of $50,259 annually.In general, event specialists achieve similar levels of education than meeting coordinators. They're 1.4% less likely to obtain a Master's Degree while being 0.5% less likely to earn a Doctoral Degree.What technology do you think will become more important and prevalent for meeting coordinators in the next 3-5 years?
Siddharth Mobar
Assistant Professor, Lasell University
Meeting coordinator vs. Events volunteer
The required skills of the two careers differ considerably. For example, meeting coordinators are more likely to have skills like "event planning," "meeting logistics," "client facing," and "reservations." But a events volunteer is more likely to have skills like "art projects," "plan events," "community events," and "ran."
Events volunteers typically earn similar educational levels compared to meeting coordinators. Specifically, they're 2.9% more likely to graduate with a Master's Degree, and 0.0% more likely to earn a Doctoral Degree.Meeting coordinator vs. Event organizer
Types of meeting coordinator
Updated January 8, 2025
