Ancillary Meeting Coordinator

About Us:

At BCD Meetings & Events (BCD M&E), we provide more than meeting and event planning services: we create connections that inspire, motivate and change behavior for our customers. As the world’s most trusted and innovative meetings and events agency, BCD M&E cultivates a culture of people, passion and purpose to drive business forward. 

Headquartered in Chicago, with locations in 60+ countries across the world, BCD M&E’s team of 2,000+ people are committed to sustainability and driving success for our customers, our business and ourselves. Our values are at the heart of everything we do, and we look for people that want to be a part of something special, can rise to our standards and love to bring their unique perspective to the table.

While we can’t guarantee every day will be the best (who can?), we can promise a community of people who genuinely care and lead with empathy, a flexible workplace with awesome perks and challenging work that means something. 

See what life is about at BCD M&E at bcdme.com/careers

About the role:

 We’re looking for an Ancillary Meeting Coordinator to support the successful delivery of ancillary meetings connected to congresses.

This is a fantastic opportunity for someone who is detail-oriented, proactive, and confident managing multiple tasks in a fast-paced environment. Working closely with Meeting Managers, you will play a key role in attendee management, meeting communications, registration processes, and website coordination to help ensure every event runs smoothly from start to finish.

As a Ancillary Meeting Coordinator, you will:

You will be a vital part of the meeting delivery team, taking ownership of attendee-related processes and communications across multiple programs.

Attendee Management & Communication

• Manage attendee registration and logistics from end to end
• Act as a key point of contact for attendees, clients, and internal teams
• Draft, proofread, and send attendee communications including invitations, confirmations, and speakers’ memos
• Maintain accurate attendee information across online systems and offline tracking tools
• Provide regular registration updates and reports to stakeholders
• Prepare attendee materials for on-site execution, including badges, tent cards, sign-in sheets, and attendance tracking
• Provide on-site support for larger congresses when required

Meeting Registration Website Support

• Collaborate with Meeting Managers and Cvent Specialists to support the setup and customization of registration websites
• Ensure website content is accurate and captures all required attendee information
• Create and customize websites independently when needed for specific meeting types
• Support web builds from creation through to launch, ensuring timelines and expectations are met

Client & Team Partnership

• Partner with Meeting Managers to schedule client calls and provide attendee updates
• Support client-facing activity related to registration and website builds
• Troubleshoot issues quickly and effectively
• Provide backup support in the absence of the Meeting Manager
• Act as a knowledgeable resource for colleagues on client guidelines, processes, and procedures

Compliance & Documentation

• Create and maintain ancillary meeting folders and related documentation
• Support threshold tracking and required compliance processes
• Complete post-program attendee documentation, including final reporting and actual attendance numbers

Data Accuracy & Problem Solving

• Capture and manage attendee and logistics data with a high degree of accuracy
• Consolidate information from multiple data sources into clear and usable formats
• Anticipate issues, solve problems proactively, and help keep programs on track

What we’re looking for: 

Essential

• At least 1 year of experience in a support role, ideally within meetings, events, or a related environment
• Strong Microsoft Office skills, including Word, Excel, PowerPoint, and Mail Merge
• Excellent attention to detail and a strong focus on accuracy
• Strong time management and prioritization skills
• Ability to work both independently and as part of a team
• Confidence working under pressure and meeting tight deadlines
• Strong written and verbal communication skills in English

Preferred

• Experience in a pharmaceutical congress environment
• Experience using meeting management technology, particularly Cvent

The annual gross salary range for candidates for the position of Congress Logistics Manager is between 20.000€ and 22.000€. The actual pay depends on your skills, qualifications and experience. 

THE PERKS

Flexible Working

We believe that a flexible working environment is key to getting the best out of our teams. We will support you to work where you need to and when you need to, depending on how you work best.

Room to Grow

Our line of work and business structure challenge our people in a way that inspires growth, with learning and development built into every role. We give individuals ownership over the direction and speed in which they grow.

Everyone has a voice

We thrive on conversations that spark curiosity and empathy. No matter how big or how small, every voice is heard, considered and respected.

Make your move

The diversity of roles across BCD M&E’s global locations means that our people often find new adventures during their time with us. Join us as a meeting planner role in the UK, stay for a global marketing career — there’s always room to move.

We’ve got you covered

Our extensive benefits include comprehensive healthcare, retirement plans, continued education support, diverse work locations, travel and hotel discounts, volunteer and sustainability opportunities and a successful employee recognition program.

We’re positive. You’ll love it.

It starts from the top. Our leaders lead with positivity, believe in our people and trust us to do the right thing. There will always be support along your journey, in little and big ways.

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