Corporate Meetings & Coordination Specialist

Job Overview
We are seeking a dynamic and highly organized Corporate Meetings & Coordination Specialist to join our team. In this vital role, you will orchestrate seamless planning and execution of corporate meetings, events, and internal coordination efforts. Your proactive approach, exceptional organizational skills, and ability to manage multiple tasks will ensure our meetings run smoothly, foster effective communication, and support our company's strategic objectives. This position offers an exciting opportunity to contribute to a vibrant corporate environment while honing your administrative expertise.

Duties

• Coordinate and schedule a variety of corporate meetings, conferences, and events, ensuring all logistics are meticulously managed from venue booking to equipment setup
• Prepare agendas, meeting materials, and presentations with attention to detail, proofreading for accuracy and clarity
• Manage calendar appointments for executives and team members using calendar management tools to optimize scheduling efficiency
• Serve as the primary point of contact for internal and external stakeholders, providing excellent customer service and phone etiquette via multi-line phone systems
• Maintain organized files, records, and documentation related to meetings and events through effective filing systems and data entry practices
• Support office management tasks such as supply ordering, mail handling, and front desk responsibilities including greeting visitors and managing front desk operations
• Utilize computer skills across Microsoft Office Suite, Google Workspace, and other relevant software to produce reports, correspondence, and presentations
• Assist with bookkeeping tasks using QuickBooks or similar accounting software when necessary
• Facilitate communication by managing email correspondence, proofreading documents, and supporting data entry projects

Experience

• Proven experience in office management or administrative support roles with a focus on event coordination or meeting planning
• Strong clerical experience including filing, data entry, proofreading, and document organization
• Excellent organizational skills with the ability to prioritize tasks effectively in a fast-paced environment
• Demonstrated proficiency with Microsoft Office (Word, Excel PowerPoint), Google Workspace (Docs, Sheets), and computer literacy in general
• Experience handling multi-line phone systems and providing exceptional customer support via phone or email
• Bilingual abilities are highly desirable to support diverse stakeholder needs
• Prior experience as a receptionist—dental or medical—will be considered an asset for understanding front desk operations and phone etiquette
• Familiarity with office equipment such as printers, scanners, projectors along with basic bookkeeping skills using QuickBooks or similar software is preferred
• Personal assistant experience or calendar management expertise will strengthen your candidacy

Join us as a Corporate Meetings & Coordination Specialist where your energy fuels our success! Bring your organizational prowess and proactive spirit to help us create impactful meetings that inspire collaboration. We value your dedication to excellence in office management—your skills will directly contribute to our vibrant corporate culture.

Pay: $46,775.73 - $56,332.07 per year

Benefits:

• 401(k)
• Paid time off
• Professional development assistance

Work Location: Hybrid remote in Beaumont, TX 77720