Meeting Coordinator

Role overview

AMI is hiring a Meeting Coordinator to provide hands-on support to Meeting Managers and Planners throughout the full lifecycle of each meeting, from initial setup to post-event wrap-up. The role combines client service, coordination, administrative support, and event operations.

What you'll handle

• Create and maintain registration websites for individual meetings.
• Support attendee registration and respond to attendee questions and service calls.
• Coordinate internal communication related to meetings and event tasks.
• Oversee printing of collateral and preparation of meeting materials.
• Assist Meeting Planners with administrative and meeting-related work.
• Work with Cvent and Veeva for meeting operations.
• Handle attendee management activities, including invitations and customer support.
• Enter data into internal and client expense systems with complete accuracy.
• Monitor incoming and outgoing fax activity.
• Pack, organize, and prepare meeting bins with the required supplies for shipping.
• Create, print, and manage meeting collateral and support materials.
• Assist with virtual meeting card processing on a per-meeting basis.
• Customize supply bins for each meeting or event.
• Share ideas to improve internal systems and processes so the team can work more efficiently and deliver stronger client service.
• Provide on-site support and travel when needed.
• Carry out exhibitor and sponsorship sales and general client service work as required for each meeting.

Experience and requirements

• You should have prior experience creating and maintaining websites.
• At least 1 year of website-related experience is required.
• Strong attention to detail is essential.
• Excellent interpersonal and communication skills are needed.
• A bachelor’s degree is required, with Hospitality Management preferred.

Additional information

This position involves managing all aspects of meeting operations, including registration, materials, supplies, client support, expenses, and event coordination. The work is office-based in Fort Lauderdale, FL, with travel and on-site support when necessary.

Systems and tools

The role requires comfort working with Cvent, Veeva, internal expense systems, and general meeting administration tools and processes.