at Spencer Stuart in Chicago, Illinois, United States
Job Description
SSI (U.S.) Inc. d/b/a Spencer Stuart
Spencer Stuart is an equal opportunity and affirmative action employer F/M/Disability/Vet/Sexual Orientation/Gender Identity.
Location: Business Functions/Chicago
Full/Part Time: Full time
Req ID: R4519
Position Summary
Spencer Stuart is seeking a highly motivated and detail-oriented Coordinator to join our Global Meetings & Events Department. This full-time, entry-level, hybrid role is based in Spencer Stuart's Chicago office and offers an exciting opportunity to contribute to the planning and execution of internal meetings and events, in-person and virtual, around the world ranging in size from eight to more than 400 attendees. Joining the members of the Global Meetings & Events team, the Coordinator will play a key role in supporting event planning and logistics, ensuring seamless execution, and delivering exceptional attendee experiences. The Coordinator also will assist with ongoing departmental operations and administrative responsibilities. The ideal candidate is a collaborative team player with a strong commitment to learning, professional growth, and building a long-term career in corporate meeting and event planning. Since this role is entry-level, comprehensive training and tailored guidance will be provided by team members to ensure the development of skills necessary for long-term success.
Location: Chicago
Key Relationships
Reports To:
Director, Global Meetings & Events
Other key relationships:
Global Meetings & Events managers and planners
Administrative Managers
Executive Engagement Administrators
Accounting Department
Tax & Legal Department
Responsibilities Include:
- Meeting & Event Planning Support:
- Conduct comprehensive research on hotels and dining venues; help compile details and create site reports that are presented to key stakeholders
- Create detailed attendee and rooming lists in Excel and Workday to support event logistics and accounting processes
- Assist with tracking and reporting event expenses to ensure budget transparency and spend accuracy
- Review and proofread department communications to ensure accuracy of spelling, grammar, punctuation, and style/branding consistency
- Support document management processes, including obtaining contract signatures, managing e-mail correspondence, and organizing electronic files
- Create and produce printed materials including name badges, place cards, signage, and other event collateral
- Build on-line event registration sites in Cvent using standard templates and guidance
- Manage and input registration data from event participants
- Support planning and execution of virtual meetings, partnering with internal IT team
- On-site Event Support & Execution:
- Deliver on-site support for Chicago-based meetings and events, including coordinating meeting room setups, partnering with internal IT colleagues for coordination and testing of AV equipment, managing catering deliveries and presentation, advancing off-site reception and dinner venues, and responding to attendee needs
- Assist with the setup of planning offices and organize event-related supplies
- Prepare and manage name badge displays and welcome collateral to ensure a seamless attendee arrival experience
- Review meeting and meal setups against BEOs to verify accuracy and uphold quality standards
- Assist with other elements of event
Equal employment opportunity, including veterans and individuals with disabilities.PI280037916
