Infinix Global Meetings & Events · 1 day ago
Meeting and Event Coordinator
Plano, TX
Full-time
Hybrid
Entry Level
1+ years expInfinix Global Meetings and Events is a full-service global event and meeting management company specializing in the pharmaceutical industry. The Meeting Coordinator plays a key role in assisting Meeting Managers with the successful execution of meetings and events, providing essential logistical support throughout all phases of the meeting planning process.
ConsultingEvent ManagementEvents
Responsibilities
Effectively support Meeting Managers as needed for larger or complex programs
Potential to independently plan, coordinate, and a small number of meetings and events with low-moderate complexity, ensuring client objectives and expectations are met
Serve as the primary client contact for assigned meetings, providing consultative guidance and proactive solutions
Develop and maintain detailed meeting project timelines, ensuring all pre-meeting, on-site, and post-meeting activities are executed efficiently
Establishes meeting database, including set-up, invitations, participant information, and event reconciliation
Manage attendee logistics, including registration, itineraries, rooming lists, special needs, dietary requirements, and communications
Track and manage air, hotel, ground, and additional vendors, attrition, cancellation, and payment schedules
Negotiate with vendors and suppliers for transportation, accommodations, décor, and other services, ensuring cost-effectiveness and quality
Oversee program design elements such as food and beverage, activities, transportation, and thematic execution
Prepare on-site operational plans, including staffing assignments and role-specific responsibilities
Lead on-site execution of assigned meetings, managing the internal team, client briefings, and real-time problem resolution
Track and reconcile budgets, monitor expenses, and review program-related billing for accuracy
Stay informed of market trends, venue options, and best practices in meeting and event management
Ensure compliance with company policies, procedures, and quality standards throughout the meeting lifecycle
Perform other duties as assigned
Qualification
Required
Knowledge of meeting management, including budget maintenance
Domestic meeting destination knowledge required
Ability to work long hours within a flexible work schedule
Strong organizational skills
Detail oriented
Strong Microsoft Office skills
Strong communication skills, both written and verbal
Preferred
Bachelor's degree in communications, business, hospitality, or related field preferred
Approximately one year of prior experience in meeting planning
Company
Infinix Global Meetings & Events
Infinix Global Meetings & Events provides meeting, event, and incentive program services.
11-50 employees
Funding
Current Stage
Early StageCompany data provided by crunchbase