Meetings and Events Specialist

CCIM • Chicago, IL

2d • $58,000 - $67,000

About The Position

The Meetings and Events Specialist supports the planning, coordination, and execution of CCIM Institute meetings and events, ranging from large-scale Forums and tradeshows to governance, committee, and training meetings. The role coordinates event logistics, maintains planning documents and records, supports onsite operations, works with vendors and internal stakeholders, and helps ensure deadlines are met and attendees have a professional experience. The specialist may independently coordinate smaller meetings and events and contributes to post-event reporting and process improvement.

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 is preferred.
• A bachelor's degree in hospitality, business, communications, or a related field is preferred, or an equivalent combination of education and relevant experience.
• Experience with event registration platforms, association management systems, or event management software is a plus.

Responsibilities

• Assist with planning, coordinating, and executing Fall and Spring Forums, tradeshows, industry events, committee meetings, governance meetings, and training meetings.
• Coordinate registration, housing, room setups, food and beverage, audiovisual requirements, attendee materials, shipping, supplies, signage, and other event logistics.
• Develop and maintain event timelines, checklists, schedules, planning documents, event specifications, room diagrams, and Banquet Event Orders.
• 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 gathering vendor proposals, comparing pricing, and coordinating services.
• Track event expenses, process invoices, maintain budget records, and follow up with vendors on deadlines and deliverables.
• Identify opportunities to improve event processes and manage costs.
• Collaborate with Marketing, Education, Membership, and other internal teams to coordinate logistics and provide a consistent 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 deadlines, changes, and logistical requirements to internal teams and vendors.
• Maintain event records, registration information, attendance reports, hotel pickup data, and other documentation.
• Assist with post-event reporting, evaluations, and expense reconciliation.
• Gather feedback from attendees and internal stakeholders and recommend improvements to event processes and attendee experience.
• Maintain organized event files, templates, and resources.
• Travel and work occasional evenings or weekends to support meetings and events.

Benefits

• Medical, dental, and vision plans 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.
• Competitive benefits and a 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