Meetings Coordinator - NCAA

Shorts Travel Management•Indianapolis, IN

4d•$18 - $22•Onsite

About The Position

Short’s Travel Management is hiring a full-time, hourly Meetings Coordinator for its NCAA Meetings and Convention team. The position is on-site at the NCAA Conference Center in Indianapolis, Indiana. The coordinator assists with planning, execution, and reconciliation for NCAA meetings and events, working alongside the meeting and event planning team and vendors. The role also coordinates logistics for clients’ internal meetings and events and serves as the meeting and events office client interface at the NCAA office. The coordinator supports conference center operations and internal meeting planning, including room setups, catering, audio-visual needs, venue sourcing, contracting, and food and beverage menu planning. The position also manages meeting requests and event documentation, supports registration and attendee communications, prepares event reports and meeting summaries, and provides administrative and clerical support. The role requires strong customer service, communication, organizational, multitasking, problem-solving, and teamwork capabilities. The schedule may include non-traditional hours, and travel may be needed.

Requirements

Experience in event coordination, meeting planning, hospitality, or a related field.
Strong organizational and multitasking abilities.
Excellent written and verbal communication skills.
Customer service experience in a professional environment.
Proficiency with Microsoft Office, including Word, Excel, and Outlook.
Ability to learn new software and internal systems quickly.
Analytical and troubleshooting skills.
Ability to work a flexible schedule, including non-traditional hours, and travel if needed.

Nice To Haves

Bachelor’s degree or equivalent experience preferred.
Experience using project management platforms such as Asana.
Experience with event registration or booking systems.

Responsibilities

Collaborate with the meeting and event planning team and vendors on day-to-day NCAA Conference Center operations.
Assist with planning and execution of NCAA internal meetings, including room setups, catering, and audio-visual needs.
Serve as the meeting and events office client interface at the NCAA office.
Learn and use internal systems and processes for meeting requests, registration, purchase card use, and reconciliation.
Assist the director of events, housing manager, and meeting and event planners as needed.
Provide customer service through clear communication, problem solving, and timely follow-through.
Support venue sourcing and contracting, primarily for restaurants with private dining rooms; negotiate rates and contract terms and review contracts for date, location, and spacing requirements before authorization.
Coordinate food and beverage menu planning for internal conference center meetings.
Support multiple projects while maintaining accuracy and attention to detail.
Manage meeting requests and event documentation using internal systems and workflows.
Assist with event registration platforms, attendee tracking, and communications.
Prepare and distribute event reports, rooming lists, and meeting summaries.
Provide administrative support, including scheduling, documentation management, inbox monitoring, data entry, and clerical tasks.
Be dependable, flexible, and available for cross-training or cross-utilization, including assisting other departments or handling tasks outside the typical role when needed.