About the Role
Canvas Meetings & Incentives is looking for a highly organized and proactive Meeting Coordinator to join our dynamic, remote-first team. In this role, you will serve as a foundational pillar for our event operations, ensuring that every corporate gathering, incentive trip, and executive meeting is executed with precision and flair. Reporting directly to the Director of Event Operations, you will bridge the gap between logistical planning and onsite excellence, contributing to the seamless delivery of world-class experiences for our diverse portfolio of clients.
As a Meeting Coordinator, you are someone who thrives in a fast-paced environment where no two days are the same. You possess a natural ability to manage multiple moving parts simultaneously while maintaining a sharp focus on the small details that make a large impact. We are looking for a professional communicator who can collaborate effectively with internal stakeholders and external vendors alike, ensuring that the Canvas standard of excellence is upheld at every touchpoint of the planning lifecycle.
Key Responsibilities- Assist the Director of Event Operations in the comprehensive planning and execution of domestic and international meetings and incentive programs.
- Manage attendee registration processes, including building registration websites, tracking RSVPs, and handling specific guest inquiries or dietary requirements.
- Coordinate complex travel logistics, including flight manifests, ground transportation schedules, and room block management with hotel partners.
- Maintain and update project management tools to ensure all deadlines, deliverables, and budget snapshots are accurate and current.
- Communicate regularly with vendors, such as audio-visual teams, caterers, and decor providers, to confirm specifications and delivery timelines.
- Prepare and distribute detailed event collateral, including digital itineraries, arrival packets, and onsite signage.
- Provide administrative support during the post-event phase, including budget reconciliation, vendor invoice processing, and client feedback collection.
- Participate in onsite execution as needed, ensuring that programs run smoothly and troubleshooting issues in real-time to maintain guest satisfaction.
- A minimum of 1-3 years of experience in event coordination, hospitality management, or a related administrative role within the corporate sector.
- Exceptional organizational skills with a proven ability to prioritize tasks and meet strict deadlines under pressure.
- Strong written and verbal communication skills, with a professional demeanor suitable for interacting with high-level corporate executives.
- Proficiency in event management software (such as Cvent) and Microsoft Office Suite, particularly Excel and PowerPoint.
- A high degree of adaptability and the ability to work independently in a fully remote environment.
- Availability to travel occasionally to support onsite events and team retreats as required.
- Bachelor’s degree in Hospitality, Communications, Marketing, or a related field is preferred but not required.
- Competitive salary package with performance-based incentives.
- Fully remote work environment offering flexibility and a healthy work-life balance.
- Comprehensive health, dental, and vision insurance plans.
- Generous Paid Time Off (PTO) and observed holidays.
- Opportunities for professional development and career advancement within a growing agency.
- The chance to work on high-profile projects for leading global brands.