Meeting and Events Coordinator

Kelley Cawthorne • Lansing, MI

43d • Remote

About The Position

Catalyst is an association management firm that partners with professional and trade associations to deliver high-quality operations, strategic guidance, and exceptional member experiences. Our team is collaborative, detail-oriented, and committed to helping our clients achieve their goals through thoughtful planning and execution. We’re looking to hire multiple people to serve as Meeting and Events Coordinators. We are looking for people who thrive when planning, coordinating, and executing. This role plays a key part in supporting our association clients by delivering seamless, engaging events. From conferences and annual meetings to webinars and networking programs. Ideal candidates are highly organized, detail-oriented, and energized by creating meaningful experiences.

Requirements

• Bachelor’s degree in hospitality, event management, nonprofit management, or related field.
• Minimum of 2-3 years of experience in event planning.
• Experience working with sponsors and exhibitors.
• Understanding of event room setups, exhibit hall placement and necessary vendors.
• Strong organizational and project management skills.
• High attention to detail and follow-through.
• Excellent communication and interpersonal skills.
• Ability to manage multiple priorities and adapt to changing needs.
• Proficiency with Microsoft 365 and virtual meeting platforms.

Nice To Haves

• Experience with event or membership platforms (e.g., Wild Apricot, MemberClicks) is a plus.

Responsibilities

• Planning and executing a wide range of in-person and virtual events that support client goals and member engagement.
• Collaborating with association boards/committees and staff to plan and implement a wide range of events including annual conferences, board retreats, meetings, various educational programs, and special functions.
• Adhering to comprehensive event timelines, budgets, and templates.
• Coordinating logistics such as site visits, venue selection, catering, A/V, volunteers, speakers, local convention and visitor bureaus (CVB) or destination management organization (DMO), exhibit hall, signage, materials, and transportation.
• Managing vendor contracts and maintaining communication with service providers.
• Submitting to accrediting bodies for various continuing education for events.
• Working with marketing and communications staff to promote events through email, websites, and social media.
• Building and managing event registration systems, tracking attendees, pricing, sponsors and exhibitors as well as preparing reports.
• Preparing event materials including name badges, supplies, and creating copy for event web page, agendas, signage, sponsor prospectus’, and any other printed material.
• Leading and facilitating in-person events including setup, registration, attendee support, sponsor, exhibitor and vendor oversight.
• Serving as event point of contact, ensuring smooth operations and troubleshooting issues as needed.
• Supporting virtual events including webinars and online meetings by managing platforms and assisting presenters.
• Conducting post-event evaluations and gathering feedback from participants and client boards.
• Compiling recap reports and making recommendations for future events.
• Maintaining organized event records and documentation.

Benefits

• Impactful Work: Support associations and organizations that make a difference.
• Collaborative Culture: Join a professional, supportive, and client-focused team.
• Varied & Engaging Work: No two events, or days, are the same.

What This Job Offers

• Job Type: Full-time
• Career Level: Mid Level