Coordinator, Global Meetings & Events

Coordinator, Global Meetings & Events

Spencer 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 Stuarts 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 : Chicago

Key Relationships

Reports To :

Director, Global Meetings & Events

Other key relationships :

Global Meetings & Events managers and planners

Administrative Managers

Executive Engagement Administrators

Accounting Department

Tax & Legal Department

Responsibilities 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 stakeholders
• Create detailed attendee and rooming lists in Excel and Workday to support event logistics and accounting processes
• Assist with tracking and reporting event expenses to ensure budget transparency and spend accuracy
• Review and proofread department communications to ensure accuracy of spelling, grammar, punctuation, and style / branding consistency
• Support document management processes, including obtaining contract signatures, managing e-mail correspondence, and organizing electronic files
• Create and produce printed materials including name badges, place cards, signage, and other event collateral
• Build on-line event registration sites in Cvent using standard templates and guidance
• Manage and input registration data from event participants
• Support planning and execution of virtual meetings, partnering with internal IT team

On-site Event Support & Execution :

Equal employment opportunity, including veterans and individuals with disabilities.