Coordinator, Global Meetings & Events at Spencer Stuart

SSI (U.S.) Inc. d/b/a Spencer StuartSpencer Stuart is an equal opportunity and affirmative action employer F/M/Disability/Vet/Sexual Orientation/Gender Identity.Location: Business Functions/ChicagoFull/Part Time: Full timeReq ID: R4519Position SummarySpencer Stuart is seeking a highly motivated and detail-oriented Coordinator to join our Global Meetings & Events Department. This full-time, entry-level, hybrid role is based in Spencer Stuart's Chicago office and offers an exciting opportunity to contribute to the planning and execution of internal meetings and events, in-person and virtual, around the world ranging in size from eight to more than 400 attendees. Joining the members of the Global Meetings & Events team, the Coordinator will play a key role in supporting event planning and logistics, ensuring seamless execution, and delivering exceptional attendee experiences. The Coordinator also will assist with ongoing departmental operations and administrative responsibilities. The ideal candidate is a collaborative team player with a strong commitment to learning, professional growth, and building a long-term career in corporate meeting and event planning. Since this role is entry-level, comprehensive training and tailored guidance will be provided by team members to ensure the development of skills necessary for long-term success.Location: ChicagoKey RelationshipsReports To:Director, Global Meetings & EventsOther key relationships:Global Meetings & Events managers and plannersAdministrative ManagersExecutive Engagement AdministratorsAccounting DepartmentTax & Legal DepartmentResponsibilities Include:Meeting & Event Planning Support:Conduct comprehensive research on hotels and dining venues; help compile details and create site reports that are presented to key stakeholdersCreate detailed attendee and rooming lists in Excel and Workday to support event logistics and accounting processesAssist with tracking and reporting event expenses to ensure budget transparency and spend accuracyReview and proofread department communications to ensure accuracy of spelling, grammar, punctuation, and style/branding consistencySupport document management processes, including obtaining contract signatures, managing e-mail correspondence, and organizing electronic filesCreate and produce printed materials including name badges, place cards, signage, and other event collateralBuild on-line event registration sites in Cvent using standard templates and guidanceManage and input registration data from event participantsSupport planning and execution of virtual meetings, partnering with internal IT teamOn-site Event Support & Execution:Deliver on-site support for Chicago-based meetings and events, including coordinating meeting room setups, partnering with internal IT colleagues for coordination and testing of AV equipment, managing catering deliveries and presentation, advancing off-site reception and dinner venues, and responding to attendee needsAssist with the setup of planning offices and organize event-related suppliesPrepare and manage name badge displays and welcome collateral to ensure a seamless attendee arrival experienceReview meeting and meal setups against BEOs to verify accuracy and uphold quality standardsAssist with other elements of event execution as needed, such as transportation arrangements, signage placement, collateral distribution to attendees, meeting and dinner place cards, addressing attendee requests, etc.Partner with team members to pack and ship remaining materials and supplies post-eventAdministrative/Departmental Operational Support and Oversight:Maintain departmental Excel databases containing meeting, attendee and cost details, ensuring data is accurate and up to dateOversee firmwide and departmental event calendarsManage attendee contact data and lists in Cvent to support communication outreachAssist in invoice collection and vendor payment processing, including wire transfers and credit transactions; ensure proper coding and filing of billing documentationConduct research and maintain a central repository of hotel and venue information to support planning initiativesProvide monthly departmental briefings on relevant developments and trends within the meeting planning and hospitality industriesOrganize and electronically file collateral materials from sales visits, site inspections, and vendor engagementsProcure meeting supplies and event collateral; manage team's Chicago-based in-office supply inventoryCoordinate occasional inbound and outbound departmental shipments, liaising with venues to ensure delivery and receiptPrepare and distribute meeting minutes and conference call notesPreferred Experience, Skills and Abilities Bachelor's degree in hospitality, meeting/event management, marketing, communications or business preferredCollaborative team player who thrives in a dynamic environment, with the ability to work independently and prioritize to meet deadlinesProven ability to track multiple tasks and responsibilities simultaneouslyStrong organizational, analytical and follow-through skillsExceptional communication skills - verbal, written, listening - with a sharp eye for proofreading and editingHighly detail-oriented with a client-service mindsetProficient in Microsoft Office Suite, including Excel, Word, Outlook and PowerPointExperience with electronic survey tools and data entry preferred; familiarity with Cvent is a plusInterest in exploring and applying AI tools to enhance event planning processes and outputAbility to exercise good judgment, professionalism, and discretion in handling sensitive informationPrior exposure to meeting/event planning desired, preferably in a corporate, professional services, or academic settingAbility to lift and move items up to 25 pounds (e.g., event materials such as boxes, banners, easels/signage, and supplies)Willingness and ability to travel domestically and internationally for event support and planning purposes, typically once annually for 10 to 12 days, and potentially twice a year for 3 to 5 days.The base compensation for this position is $50,000 per year. The actual base compensation offered will be dependent on the individual's skills, experiences, and qualifications. This position will be eligible to participate in our annual discretionary bonus program.Spencer Stuart also offers a competitive benefits package, which includes:Retirement savings plan with discretionary profit sharing contribution and employer match;PTO (minimum 15 days per year, increases with tenure), paid sick time (10 days per year), company holidays (12 days per year), and paid leaves of absence when applicable;Comprehensive health benefits, including medical, dental, and vision insurance, and healthcare flexible spending account;Life Insurance, and short-term and long-term disability insurance;Wellness benefits, including an employee assistance program, virtual mental health program, and mindfulness program;and Voluntary benefit options, including supplemental life insurance, identity theft protection, and whole life insurance with long-term care and critical illness coverage.Spencer Stuart is a proud equal opportunity and affirmative action employer. We are committed to non-discrimination without regard to actual or perceived race, ethnicity, creed, color, religion, gender (including pregnancy, childbirth or related medical conditions), national origin, immigration status, ancestry, age, marital status, protected veteran status, physical or mental disability, medical condition, genetic information, sexual orientation, gender identity, or any basis prohibited under applicable federal, state or local law.Please see job descriptionPI280037880Job distributed by JobTarget.