Meeting Coordinator - Short Term Contract Position

  • Incontro Events Ltd
  • Remote (Remote through September 11 - Onsite at event until September 16)
  • Jun 01, 2021
Contractor Hospitality

Job Description

JOB DESCRIPTION – Meeting Coordinator

Incontro Events, a boutique conference and event management company with an office in Teton Valley, Idaho, is seeking 2-3 individuals for a short-term contract position in late summer/fall 2021. This position will be assigned as part of a six person team to one association client who is hosting a hybrid (in-person and virtual) conference in September 2021. This event typically draws over 2,000 domestic and international attendees. This is the first year that the event will be held as a hybrid event and will expand across international time zones. In addition to a schedule of sessions with speakers, this event provides the opportunity for attendees to participate in one-on-one business meetings throughout the conference. These meetings are a major draw for member companies and attendees.

The Meeting Coordinator’s primary role will be to work with customers, both domestic and international, to schedule their meetings (using a proprietary computer system), manage calendars, coordinate complex schedules, and assign meeting space while onsite. This position will work with association members, participants, sponsors, and VIPs to assist with scheduling meetings. This conference usually hosts more that 2000 meetings during the three full days of the event, so this requires some calendar "tetris." The majority of the pre-event work will be coordinated via email, sometimes outside of typical business hours.

This position will report to the Lead Meeting Planner and owner of Incontro Events.


  • Attend online trainings to learn to utilize client owned proprietary data and customer relationship management systems.
  • Monitor client email inboxes and respond to emails from members and event attendees in regard to meeting schedules, availability, and using the meeting management system.
  • Assist users with issues in utilizing the meeting management system.
  • Create meeting schedules, coordinate calendars, communicate with participants and members regarding updates and changes to their meeting calendar.
  • Assist users in troubleshooting issues with virtual meeting system during the conference.
  • Utilize a variety of technology on a daily basis, including email, Slack, different internet browsers, virtual meeting software, and proprietary client software.
  • Onsite at event, meeting coordinator will work during scheduled hours to assist members and attendees onsite as well as virtually throughout conference hours.


This is a contract position - independent contractors with an existing LLC will receive priority consideration
A bachelor’s degree is required
Professional event planning experience desired (1+ years) – similar work experience will be considered, particularly in a hospitality-type setting
Previous meeting or conference planning experience a plus
Strong interpersonal skills
Self motivated/self starter
Strong problem solving skills – ability to quickly identify and resolve customer issues
Flexibility in daily work and transitioning priorities
Prior customer service experience, particularly in a professional and/or remote setting
Comfortable using a broad range of technology such as Windows/MacOS, Microsoft Office 365 - particularly Outlook, Asana or project management tools, Slack
Comfortable learning new technology and computer systems quickly
Available on dates below
For onsite work meeting coordinators will be subject to the event’s current COVID protocols (may include daily testing and symptom checks)

Contract dates:

Candidates must be available to work remotely during business hours and beyond August 10 – September 16, 2021.
August 10 -29 – approximately 10-15 hours per week
August 30 – September 11 – approximately 30 hours per week (1-3 hours on the weekend)
Onsite at event in Colorado - September 11 – 16 – hours will vary – expect to work typical “event hours” – 10-12 per day. Hours onsite will begin and end before and after regular business hours
Contract ends on September 17, 2021 with no opportunity for extension
Candidates must be able to travel on their own accord to Colorado Springs, Colorado September 11 – 16, 2021 (lodging provided)

To apply send resume and cover letter introducing yourself, why you're the best candidate for this position, and outlining a situation where you’ve solved a complex customer service issue to:  Applications accepted through June 20, 2021.

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