Conference Meeting Planner

Opal Group

Event Coordinator responsible for planning and managing virtual and live conferences for Opal Group. Ensuring successful event execution and vendor coordination in a remote environment.

Posted 6/25/2026full-timeRemote • 🇺🇸 United StatesMid-LevelSeniorWebsite

About the role

Key responsibilities & impact

Manage assigned conferences from planning through onsite execution, ensuring all logistical requirements are completed accurately and on schedule
Serve as the primary coordination contact for assigned events and maintain communication with internal teams, vendors, speakers, sponsors, and attendees
Source, coordinate, and manage event logistics including hotel accommodations, catering, audiovisual services, transportation, shipping, printing, and other vendor services
Prepare event specifications and communicate conference requirements to vendors while assisting with contract review and cost management
Monitor hotel room blocks, attendee accommodations, and related travel logistics
Coordinate speaker, sponsor, and attendee information, ensuring all required materials and event details are collected accurately and on time
Manage conference registrations, event databases, and logistical tracking documents
Prepare event communications, planning documents, schedules, and operational materials
Track conference expenses and support budget management efforts for assigned events
Collaborate closely with Production, Audience Development, Sponsorship Sales, Marketing, Accounting, and Operations teams to ensure successful event execution
Resolve attendee, sponsor, speaker, and vendor inquiries in a professional and service-oriented manner
Travel onsite to manage event logistics, support conference operations, and ensure a successful attendee experience
Maintain detailed records, timelines, and project plans to ensure deadlines and deliverables are met
Additional responsibilities may be assigned as needed to support conference operations

Requirements

What you’ll need

Bachelor’s degree preferred
Valid U.S. entry visa required
Advanced English skills in verbal and written communication are required
3+ years of experience in meeting planning, conference planning, hospitality, event management, or a related field
Strong organizational skills with exceptional attention to detail and accuracy
Experience coordinating travel, accommodations, vendor relationships, and event logistics
Excellent project management and multitasking abilities, with the ability to manage multiple conferences simultaneously
Professional, polished, and customer-focused communication skills
Strong problem-solving skills and the ability to adapt in a fast-paced environment
Proficiency in Microsoft Office, including Word, Excel, and PowerPoint
Experience with CRM systems, registration platforms, or event management tools is preferred
Self-motivated and able to work both independently and as part of a team
Willingness and ability to travel to support live conferences and onsite event execution

Benefits

Comp & perks

100% remote work environment with occasional travel to on-site conferences (based on position)
Paid Time Off (available after 90 days), including: Vacation Days, Sick Leave, Compensatory Time, One Wellness & Wellbeing Day, One Floating Holiday, and One Religious Observance Day per year
Jury Duty Pay
Paid Time Off for Voting
Paid federal holidays with early release the day prior
Summer Fridays
All travel-related expenses covered for onsite events, including flights, hotel accommodations, and meals

ATS Keywords

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Applicant Tracking System Keywords

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Hard Skills & Tools

event managementmeeting planningconference planninglogistics coordinationbudget managementproject managementtravel coordinationvendor managementcontract reviewattention to detail

Soft Skills

organizational skillscommunication skillsproblem-solving skillscustomer-focusedmultitasking abilitiesadaptabilityself-motivatedteamworkprofessionalismservice-oriented

Certifications

Bachelor's degreevalid U.S. entry visa