Meeting Planning Coordinator

The successful candidate will be a well-organized and detail-oriented individual supporting a team of Meeting Planners in the execution of client and corporate meetings. Specific tasks include but are not limited to:running weekly meeting registration reports, sending meeting invitations,and communications, and reviewing the Department’s meeting calendar to order, prepare and ship onsite registration materials.

Position will be located in Maple Grove, MN.

Essential Position Responsibilities:

• Runs meeting registration reports to monitor and track attendee lists for Meeting Planners. This may include sending meeting invitations and/or follow-up email reminders to invitees. 
• Assist with hotel registration, reports and rooming lists. 
• Coordinates hotel accommodations, air or ground transportation (via Concur) as necessary. 
• Build and manage Cvent forms/surveys to collect meeting attendee payments and/or travel reimbursements. 
• Works closely with DRC accounting in processing reimbursement claims, mailing, and tracking meeting attendee payments and/or reimbursements. 
• Coordinates printing, assembly, and shipping of meeting materials to hotel/venues. 
• Works closely with Meeting Planners to maintain and oversee client databases and Cvent address books. 
• Provides high-level customer service to meeting registrants, DRC staff, and DRC client groups traveling for meetings through phone calls, emails, and personal interaction. 
• Provide onsite meeting support services, as needed.

Preferred Qualifications:

• Bachelor's degree preferred. 
• 1-3 years related experience. 
• Ability to travel 10% - 15%.

Knowledge and Skills Requirements:

• Some experience in meeting or event planning. 
• Knowledge of meeting industry software, including web registration applications. (Cvent and Concur preferred) 
• Strong written and verbal communication and relationship management skills. 
• Ability to manage multiple priorities with tight timelines while maintaining excellent attention to detail. 
• Excellent interpersonal, project management and organizational skills. 
• Ability to work independently, honor deadlines and work cooperatively with other team members. 
• Proficiency in Excel and Microsoft Suite required. 
• Budgeting and accounting skills.

Essential Job Functions:

• Relate effectively and work respectfully with diverse work groups. 
• Ability to consistently perform well during times of increased workload. 
• Set and meet deadlines. 
• Manage multiple job functions simultaneously.
• Ability to multi-task and be responsive to customer needs. 
• Ability to travel.