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Meetings Coordinator

The Coordinator of Client & Conference Services will support the VP/Director of Client & Conference Services in handling daily tasks as related to contract meeting planning clients.  This includes but is not limited to tasks related to process creation, relationship management, event preparation/execution, and record retention. The Coordinator will be assigned as the lead on a minimum of two clients annually and must be comfortable managing multiple tasks and deadlines simultaneously. A successful candidate will be able to:

  • Positively contribute to a small collaborative team
  • Work under pressure with high-degree of accuracy
  • Work effectively with volunteers
  • Manage time and multiple tasks
  • Strong attention to detail


Department Duties

  • Maintains the venue and city resource center by compiling any updated information needed
  • Compiles replies from hotels/CVBs for location searches into comparison spreadsheet
  • Tracks/maps registration and actual attendance for conferences annually
  • Assists in creating new forms and protocol for client conferences
  • Track submission of all materials required by meeting planners/executive director’s post-event
  • Edits current documents such as RFPs
  • Maintains files and records
  • Researches new technology and methods to assist in increasing productivity
  • Oversee all aspects of interns when applicable

Client Duties

  • Work with assigned clients as needed
  • Perform all arrangements as stated in client agreement as appropriate, including but not limited to:
    • Site selection
    • Contract negotiation
    • Educational programming design and development
    • Logistics planning
    • Volunteer and committee management
    • Sponsor and exhibitor management
    • Event marketing and communications
    • Budget planning
    • On‐site management
    • Registration & reporting
    • Attendee‐to‐member conversion
    • City tours and local activities
    • Receptions and social functions
    • Event evaluation and debriefing
  • Housing coordination
  • Schedule and provide pre and post event meetings


  • Bachelor’s degree in Tourism/Event Management or related field; and 1-3 years related experience
  • Proficient in Microsoft Office applications (specifically Word, Excel)
  • Ability to handle multiple, concurrent tasks, prioritize and meet deadlines
  • Strong interpersonal, written and oral communications skills
  • Experience working with member or volunteers
  • Ability to negotiate fairly and firmly with hotel personnel and other vendors
  • Ability to travel out-of-town and overnight to the events and site location visits
  • Must be able to work in the RGI Indianapolis office during regular office hours

This job description is not intended to be and should not be construed, as an all-inclusive list of all responsibilities, skills, efforts, or working conditions associated with the position.  While it is intended to be an accurate reflection of the job requirements, management reserves the right to modify, add or remove duties and to assign other duties as necessary.

For more information about Raybourn Group International visit

Interested candidates should send a cover letter, including salary requirements, and resume to Please no phone calls. EOE/M/D/V.