Meetings and Events Coordinator

Playbook • Chicago, IL

11d • $70,000 - $80,000 • Onsite

About The Position

Your mission is to own the details, logistics, and documentation that power successful meetings and events. You’ll plan and execute event logistics end to end, deliver a high touch, hospitality driven experience for tenants and guests, and ensure every event is well prepared, well run, and well reset. Through strong organization and on site execution, you support seamless delivery across meetings, tenant events, and community programming.

You’ll Know You’re Successful if:
After your time in this role, meetings and events consistently ran smoothly with clear run of show, clean handoffs, and strong tenant satisfaction. You were trusted as a reliable on site lead who anticipated needs, solved problems calmly, and ensured spaces were always event ready. You left behind clear documentation, repeatable processes, and a reputation for execution excellence.

Requirements

• 3–5 years of experience in event coordination, hospitality, workplace experience, restaurant multi-space operations, or venue operations.
• Demonstrated experience planning and executing event logistics, including on-site support, vendor coordination, catering facilitation, and documentation management (permits, COIs, etc.).
• Familiarity with reservation/event platforms (e.g., Tripleseat), CRM systems, Google Workspace, and related event technology tools.
• Strong organizational skills with attention to detail, follow-through, and the ability to remain calm and solution-oriented during live events.
• Comfort working a flexible schedule, including early mornings, evenings, or occasional weekends.

Nice To Haves

• Bilingual in Spanish and English preferred.
• Experience supporting multi-site or multi-location operations preferred.

Responsibilities

• Event Logistics & Run of Show: Own logistics planning for assigned bookings, including timelines, room setups, service flow, and run-of-show documentation across meetings, tenant events, and community programming. Support booking intake, respond to inquiries, and ensure documentation is captured from request through execution.
• Vendor Coordination & Documentation: Coordinate vendors by confirming scope, timing, and requirements. Collect and maintain required permits, COIs, and documentation in alignment with building standards.
• Execution and Tenant Relationship Building: Serve as the on-site lead for assigned events, supporting setup, execution, and issue resolution. Maintain a calm, professional presence while building strong tenant relationships and delivering a seamless hospitality experience.
• Conference Room & Bookable Space Support: Support bookings including intake, setup, AV coordination, catering support, teardown, and room resets. Assist with opening and closing venue operations, ensuring spaces, hospitality areas, and amenity standards (coffee, water, shared services) are maintained.
• Tours & Advance Walkthroughs: Provide tours, advance walkthroughs, and early setup support to ensure tenant and client readiness prior to events.
• Space Readiness & Reset: Ensure spaces are event-ready. Oversee teardown, resets, and restocking of supplies, consumables, and approved hospitality touches.
• Post-Event Wrap & Learnings: Complete post-event documentation, capturing insights, issues, and learnings to support continuous improvement.

Benefits

• FREE employee-only medical coverage
• a 4% employer 401(k) match
• full access to the on-site wellness center

What This Job Offers

• Job Type: Full-time
• Career Level: Mid Level
• Education Level: No Education Listed