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 50+ countries across the world, BCD M&E’s team of 1,800+ 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

Ancillary Meeting Coordinator
We are looking for an Ancillary Meeting Coordinator to join our dynamic team within our Life Sciences Division. In this role, you will be responsible for overall logistics planning and attendee management of client exhibit team staff at Congresses.  The position requires high-level attention to detail, strong customer service and communication skills, persistence and patience, and a desire to get the job done. The Meeting Coordinator will support overall logistics planning and attendee management by partnering with the Simple Congress Manager and the Operations Manager. Sound like you? Read on!

Your responsibilities 
•    Partner with internal planning team members and external suppliers, client exhibit managers, and Professional Congress Organizers (PCO), to ensure timely service delivery.
•    Work with your peers and clients to understand meeting goals, flow and requirements. You have a solid understanding of working with logistics suppliers, housing agencies and experience working in a multicultural environment.
•    Manage program registration. Coordinate with attendees, hotels and transportation to cross check and ensure all details are communicated.
•    Think outside of the box on creative cost savings and menu planning ideas to ensure we remain compliant and on budget. Negotiate vendor contracts and build long lasting partnerships.
•    Communicate effectively with all hotel & vendor partners. You are responsible for hotel rooms, congress registrations, ground transportation and group dinner arrangements, and meeting documents. 
•    Support peers with print materials creation, shipping and more. 

You’re good at 
•    Managing multiple priorities and being adaptable. You have exceptional problem-solving skills, are calm under pressure and work well in a collaborative environment. 
•    Managing the complex world of FCPA, Meal Caps, State Laws and TOV reporting.
•    Managing budgets.
•    Microsoft Office, especially Word and Excel.

You might also have 
•    3 years’ planning or management experience.
•    3 years’ experience managing outside vendors, sourcing and negotiating contract services.
•    Travel industry and destination knowledge.

What we offer you 
•    A culture of purpose where we are invested in your happiness and career growth
•    Competitive salary and benefits package 

How to apply
Click apply now to be considered.
 

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.
 

We carefully consider a wide range of compensation factors, including your professional background and experience. The salary range for candidates in applicable jurisdictions in the US for the position of Ancillary Meeting Coordinator is between $50,000 - $60,000 The actual pay depends on your skills, qualifications, experience, geographical location, and project budget.

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