The Cystic Fibrosis Foundation - the world’s leader in the search for a cure for cystic fibrosis, and one of the most innovative and successful organizations of its kind – is seeking a Meetings Coordinator to work with our dynamic Accounts Payable Department. Our offices are conveniently located in downtown Bethesda with metro access.
The Meetings Coordinator will utilize a hospitality minded, self-starting and team-oriented approach to support key internal Foundation meetings. This position will work directly with various departments within the foundation to provide full-service meeting support, including coordinating transportation, logistics, food and beverage, lodging and event set up and take down and audio/visual. The Meetings Coordinator will be a key on-site presence during internal meetings. Some travel may be required.
- Work closely with internal cross-functional teams for successful execution of events to meet meeting goals and objectives.
- Responsible for adhering to contract deadlines for food and beverage and hotel rooms to ensure meeting requirements are met without incurring additional costs
- Coordinate contracts for venues, transportation, and catering
- Organize, coordinate, and execute all logistical aspects of meetings to include catering, room set-up, AV needs, BEO creation, rooming lists along with post meeting wrap up, and catering clean up
- Assist with scheduling/booking meeting space, providing coordination to ensure meeting success
- Review, ensure the accuracy of, and submit for timely payment bills and / or invoices related to areas of planning responsibility
- Organizing group dining events at offsite restaurants as needed
- Organizing shuttle transportation as needed
- Keep inventory of meeting equipment and supplies
- Collaborate with other team members of the planning team
- Ability to flex schedule in accordance with meeting needs
- Experience with meetings and events
- Contracting and procurement experience is a plus
- Experience and knowledge of food and beverage / catering
- Hospitality-minded with excellent customer service skills (must be able to demonstrate 2+ years of high-level customer service experience)
- Excellent critical thinking, decision-making, and conflict resolution skills
- Effective problem-solving and negotiation skills
- Ability to prioritize event request and customer needs using good judgement and logical thinking
- Consistently takes initiative and demonstrates follow-through
- Strong organizational skills
- Excellent written and verbal communication skills
- Flexibility, adaptability and ability to juggle multiple projects and priorities in a fast-paced environment
- Some travel may be required