Meetings & Events Coordinator

The ideal candidate will have experience coordinating meetings and events, working with cross-functional teams, managing event requirements, preparing reports, supporting contracts and procurement activities, and communicating with internal stakeholders. Key Responsibilities: Coordinate and execute day-to-day meetings and events activities, conference services, event logistics, and managed event spaces for the Irvine campus.

Professional - Spec, Meetings and Events
Location: Irvine, CA
Job Type: Contract
Duration: 6+ Months | Possible ExtensionJob Summary:
We are seeking a Professional - Spec, Meetings and Events to support conference services, meetings, events, event logistics, vendor coordination, and program operations for the Irvine campus. The ideal candidate will have experience coordinating meetings and events, working with cross-functional teams, managing event requirements, preparing reports, supporting contracts and procurement activities, and communicating with internal stakeholders. Key Responsibilities:

• Coordinate and execute day-to-day meetings and events activities, conference services, event logistics, and managed event spaces for the Irvine campus.
• Partner with meeting and event planners, internal stakeholders, and cross-functional teams to understand and support meeting and event requirements.
• Educate stakeholders on event space capabilities, policies, procedures, guidelines, and current meeting and event requirements.
• Review event setup requirements with Audio/Visual (AV), Catering, Facilities, and other cross-functional teams.
• Identify discrepancies in event requirements and recommend appropriate solutions and best practices.
• Support large-scale meetings and events by participating in discovery sessions, site visits, planning meetings, and event-related activities.
• Generate, revise, maintain, and distribute event reports, campus event reports, negotiation trackers, and other program documentation.
• Upload contracts into the Enterprise Contract Lifecycle Management (ECLM) system and monitor contract approvals and execution.
• Support supplier/vendor onboarding and procurement activities.
• Create and manage requisitions and purchase orders (POs) through Source-to-Pay systems such as Coupa.
• Assist with the development, implementation, and maintenance of conference services guidelines, procedures, and operational processes.
• Support the development and execution of milestone plans, change management plans, and implementation strategies for conference services programs.
• Communicate project status, identify risks or limitations, and gather data to support project planning and decision-making.
• Participate in process mapping, requirements gathering, workflow improvement, and process optimization sessions.
• Assist with the development of training materials, communication materials, and program documentation.
• Support smooth transitions and adoption of new processes, programs, and operational improvements.
• Maintain intranet sites, program resources, tools, and documentation.
• Assist with communications and presentations for employees regarding new initiatives, program updates, policies, and conference services programs.
• Establish and maintain resources and tools to ensure consistent, high-quality, and best-in-class meeting and event services.
• Follow all Environmental, Health, and Safety (EHS) rules, policies, and requirements.
• Take appropriate measures to prevent injuries, protect the environment, and maintain a safe workplace.

Required Qualifications:

• Bachelor's degree in Marketing, Event Management, Business Administration, Communications, or a related field, or equivalent combination of education and experience.
• 2 4 years of related professional experience in meetings and events, conference services, event coordination, program support, operations, or a related field.
• Strong organizational, coordination, communication, and stakeholder-management skills.
• Experience working with cross-functional teams and internal stakeholders.
• Strong attention to detail and ability to manage multiple projects, meetings, and deadlines simultaneously.
• Proficiency with Microsoft Office Suite, including Excel, Word, PowerPoint, and Outlook.
• Ability to prepare reports, maintain documentation, track project activities, and communicate status effectively.