Meetings and Events Specialist

CCIM • Chicago, IL

14h

About The Position

The Meetings and Events Specialist supports the planning, coordination, and execution of CCIM Institute meetings and events, from large-scale forums and tradeshows to governance, committee, and training meetings. The role organizes event logistics, maintains planning processes, meets deadlines, and helps ensure attendees have a positive, professional experience.

The specialist coordinates event requirements such as registration, housing, room setups, food and beverage, audiovisual needs, attendee materials, shipping, supplies, and signage. The role communicates with vendors and internal teams, supports budgets and expense records, maintains event documentation, and assists with onsite operations and post-event reporting. The specialist also independently coordinates smaller meetings and events as assigned and contributes ideas to improve processes and the attendee experience.

This is an exempt position reporting to the Director of Meetings and Events. The position requires willingness and ability to travel and work occasional evenings or weekends to support meetings and events.

Requirements

• At least 3 years of experience in event planning, meeting coordination, hospitality, or a related field.
• Experience coordinating event logistics, working with vendors, and supporting in-person meetings or conferences.
• Strong organizational and time-management skills, including the ability to manage multiple priorities and meet deadlines.
• Excellent attention to detail and commitment to high-quality work.
• Strong written and verbal communication skills and a customer-service mindset.
• Ability to work independently on assigned responsibilities and collaborate effectively with a team.
• Strong problem-solving skills, adaptability, and ability to remain calm in a fast-paced event environment.
• Proficiency in Microsoft Office applications, including Outlook, Excel, Word, and Teams.
• Willingness and ability to travel and work occasional evenings or weekends to support meetings and events.

Nice To Haves

• Experience in a professional association or nonprofit organization.
• Bachelor's degree in hospitality, business, communications, or a related field; equivalent education and relevant experience may also qualify.
• Experience with event registration platforms, association management systems, or event management software.

Responsibilities

• Assist with planning, coordinating, and executing CCIM Institute forums, tradeshows, industry events, and committee, governance, and training meetings.
• Coordinate registration, housing, meeting room setups, food and beverage, audiovisual requirements, and attendee materials.
• Develop and maintain event timelines, checklists, schedules, and planning documents.
• Assist with event specifications, meeting room diagrams, and Banquet Event Orders (BEOs).
• Coordinate shipping, supplies, signage, and other event materials.
• Support onsite operations, including registration, setup, attendee assistance, and troubleshooting.
• Independently coordinate smaller meetings and events as assigned.
• Communicate with hotels, venues, audiovisual providers, caterers, and other vendors about event requirements.
• Assist with vendor proposals, pricing comparisons, and service coordination.
• Track event expenses, process invoices, and maintain budget records.
• Monitor vendor deadlines and deliverables and follow up as needed.
• Identify opportunities to improve event processes and manage costs.
• Collaborate with Marketing, Education, Membership, and other internal teams to coordinate logistics and attendee experience.
• Communicate meeting arrangements and event details to volunteer leaders, committee members, speakers, and other stakeholders.
• Respond to event-related questions and requests in a timely, professional manner and communicate logistical changes and deadlines.
• Maintain event records, registration information, attendance reports, hotel pickup data, and other documentation.
• Assist with post-event reporting, evaluations, and expense reconciliation.
• Gather attendee and stakeholder feedback and maintain organized event files, templates, and resources.
• Recommend process improvements that enhance efficiency, organization, and the attendee experience.

Benefits

• Medical, dental, and vision coverage for employees and their families.
• Disability, life, accidental death and dismemberment, and business travel insurance.
• 401(k) plan with company match.
• Flexible spending accounts for healthcare and dependent care expenses.
• Life assistance program.
• Free gym access.
• Professional development opportunities.
• Paid time off, including vacation, sick, personal, summer flex time, and volunteer days.
• Supportive culture that values teamwork, accountability, and innovation.

What This Job Offers

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