Junior Meeting Coordinator
As a Junior Meeting Coordinator, you are more than just a scheduler; you are the organizational backbone of our team. Your meticulous planning and execution directly impact company-wide productivity and foster a more collaborative culture. By ensuring that critical business conversations happen smoothly and without friction, you empower our teams to focus on what they do best—driving projects forward and achieving ambitious goals. Your work is the invisible engine that powers our operational success.
What You Will Do
- Masterfully coordinate and manage complex calendars for multiple stakeholders, skillfully navigating priorities and preventing scheduling conflicts.
- Take full ownership of the meeting lifecycle, from sending clear and professional invitations to booking and configuring physical conference rooms and virtual meeting platforms (like Zoom or MS Teams).
- Diligently prepare and distribute essential meeting materials—agendas, presentations, and pre-read documents—ensuring all attendees are well-equipped for productive discussions.
- Organize all logistical components for meetings and small-scale events, which includes coordinating A/V equipment, arranging catering services, and managing virtual breakout rooms.
- Serve as the first point of contact for all meeting-related inquiries, providing timely and helpful customer service to internal staff and external guests.
- Maintain meticulous records and perform essential data entry tasks to ensure our scheduling systems and contact lists are always current.
- Provide general administrative support to the team as needed, including assisting with travel arrangements and processing expense reports.
- Proactively ensure meeting readiness by conducting final checks on technology, materials, and room setup before each session begins.
What You Will Bring
- A Bachelor's degree in Business Administration, Communications, Hospitality, or a related field is strongly preferred.
- 0-2 years of relevant experience in an administrative, coordination, or high-touch customer service role (meaningful internships are great experience!).
- Exceptional organizational and time-management skills, with a proven ability to manage multiple priorities in a fast-paced setting without sacrificing attention to detail.
- Superb communication skills, both written and verbal. You can draft a professional email and confidently interact with executives, colleagues, and vendors.
- Tech-savvy with a high level of proficiency in the Microsoft Office Suite (Outlook, Word, Excel) and familiarity with Google Workspace (G-Suite). Experience with video conferencing software is a must.
- A proactive, problem-solving mindset—you don’t wait for instructions; you anticipate needs and find solutions.
- The ability to work collaboratively as part of a team while also being self-sufficient and capable of managing tasks independently, especially in a remote work environment.
- Unwavering reliability and a strong sense of ownership over your responsibilities.