Meetings and Conference Coordinator

About the role

Supports the planning and execution of HOSA conferences, meetings, and organizational events. The coordinator works with team members, vendors, attendees, and volunteers to ensure events are organized, professional, and successful.

What you'll do

• Plan, coordinate, and execute meetings, conferences, and events
• Coordinate meeting rooms, catering, audiovisual services, transportation, signage, supplies, and materials
• Maintain event timelines, schedules, checklists, and planning documents
• Track deadlines and follow up with team members and vendors
• Prepare attendee information, badges, signage, supplies, and meeting materials
• Assist with invitations, confirmations, reminders, and follow-up communications
• Gather vendor proposals and track contracts and arrangements
• Support event setup, registration, meeting rooms, and breakdown
• Track event expenses, invoices, and budget information
• Collect feedback and assist with post-event reports

What you'll bring

• Strong organizational skills and attention to detail
• Dependability and ability to follow through on commitments
• Ability to manage multiple assignments and deadlines
• Clear and professional verbal and written communication
• Ability to interact professionally with vendors, attendees, volunteers, and colleagues
• Flexibility when plans change or unexpected issues arise
• Comfort using Google tools, Microsoft Office, Word, and Excel
• Willingness to learn event-management systems
• Availability to travel and work evenings and weekends as required
• Previous events, hospitality, customer service, or administrative experience is helpful but not required