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Meeting and Exhibits Coordinator in Naples, FL ,  at Arthrex

Date Posted: 6/20/2018

Job Snapshot

  • Employee Type:
  • Location:
    Naples, FL
  • Job Type:
  • Experience:
    Not Specified
  • Date Posted:

Job Description

Requisition ID:
Meeting and Exhibits Coordinator
Arthrex, Inc.
INC- Naples, FL

Main Objective:

The Meeting & Exhibit Coordinator is responsible for providing administrative and on-site support to the exhibits and meetings department, and assist with all pre-planning, onsite and post events tasks. Serve as a liaison to internal and external clients, including key stakeholders, employees, vendors and associations.

Essential Duties and Responsibilities:

  1. Maintain an accurate and detailed log of exhibit requests received, and assist with preparation for bi-monthly reviews. Maintain status in StarCite and correspond via letters to meeting organizers, distributors and corporate staff appropriately.
  2. Support different departments with meeting and exhibit requests including registration of event and attendees, planning profile, and vendor coordination.
  3. Provide onsite exhibit and meeting support when needed.
  4. Support Meetings department with various meetings/exhibits as needed, back-up during holidays, PTO, and periods of increased volume of meetings, exhibits and sponsorship lab requests.
  5. Field emails/requests from both the Meetings team inbox as well as the Convention team email address and follow up appropriately.
  6. Assist with requesting meetings & exhibits and entry and maintenance of events in StarCite.
  7. Support planners with meeting card reconciliation of meeting and exhibit-related charges, and invoice submissions.
  8. Add follow up information and staff evaluations for exhibits and meetings into StarCite.
  9. Create & submit marketing project requests related to exhibits activities, and assist and update marketing on changes and deadlines.
  10. Maintain list of approved and preferred vendors.
  11. Within 48 hours upon completion of an exhibit, assist planners with processing leads and forwarding to distributors and regional managers.
  12. Assist with travel, housing and transportation arrangements related to meetings & exhibits.
  13. Work closely with Marketing, Product Teams, Medical Education and Sales teams on logistics, internal customer exhibit requests to execute exhibits successfully.

Incidental Duties:

The above statements describe the general nature and level of work being performed in this job.  They are not intended to be an exhaustive list of all duties, and indeed additional responsibilities may be assigned, as required, by management. Hours must be flexible as often Saturday coverage is required including approximately 10-15% travel as required.

Education and Experience: 

High school diploma or equivalent required

Bachelor’s degree preferred and/or 1 year previous planning experience

Prior knowledge of meeting/event industry a plus

Knowledge and Skill Requirements/Specialized Courses and/or Training:

Strong Communication and Organization skills

HCP (Health Care Professionals)/AdvaMed experience or knowledge preferred

StarCite or Meetings Registration system preferred

Customer service background

Flexible and able to work late hours and/or weekends

Experience in project management with the ability to manage multiple projects/assignments concurrently. Demonstrated planning, organization skills. Detail-oriented with the ability to meet multiple deadlines.

Ability to work with multiple departments and systems to collect information.

Machine, Tools and/or Equipment Skills:

PCs, Excel, PowerPoint, Outlook and other event management software.

All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, national origin, disability or protected veteran status.