Meetings and Events Project Coordinator

Meetings and Events Project Coordinator SALARY RANGE: $65,000.00 To 75,000.00 Annually Location: Fully Remote (EST Schedule) Reports To: Project Support Manager, Meetings and Events Madison is seeking an ambitious, dynamic, and highly organized professional to join our New York–based team as a Meetings and Events Project Coordinator. This fully remote position requires 3–5 years of experience in meetings and/or events, with demonstrated expertise in data management, registration management, and detailed program execution. The Project Coordinator works in close collaboration with Project Managers to plan and execute meetings and events of varying scope and scale, including National Meetings, Training Programs, Product Launches, and Incentive Travel programs. The majority of our portfolio supports clients within the pharmaceutical and healthcare sectors. This role is ideal for an experienced meetings professional who thrives in a fast-paced, data-driven environment and takes pride in operational excellence, accuracy, and exceptional client service. ________________________________________

Key Responsibilities

Event Logistics and Cross-Functional Collaboration:

• Collaborate with Project Managers, Air Travel Specialists, and Technical Specialists to align on project objectives.
• Support the event website strategy and Cvent registration builds.
• Coordinate meeting materials in alignment with program timelines, including invitations, confirmations, email communications, pretrip materials, name badges, signage, surveys, and postevent reporting.
• Work with vendors to coordinate amenities, signage, and other programrelated materials.

Registration & Attendee Management:

• Working alongside Tech Specialists to build, test, and troubleshoot registration platforms and tools.
• Manage the full online registration process, including participant tracking, confirmations, updates, cancellations, and reporting.
• Serve as the primary contact for participant inquiries, managing high email and call volumes with professionalism and efficiency.
• Maintain and oversee all attendee data and reporting throughout the program lifecycle.
• Reconcile data across multiple platforms to ensure accuracy and integrity.

Rooming List Management:

• Manage and work closely with the hotel to oversee pre/post program extensions.
• Coordinate closely with hotels to ensure alignment on billing and inventory.
• Track changes and cancellations to maintain accurate pickup reporting.

Air Travel Coordination Support:

• Partnering with Air Travel Specialists to coordinate travel
• Process client deviations and track approvals.
• Ensure accurate communication of travelrelated updates to internal teams and attendees.

________________________________________ KEY COMPETENCIES

• Ability to thrive in a fastpaced, deadlinedriven environment.
• Detailoriented with strong multitasking, organization, and followthrough skills.
• Adaptable, with a keen capacity for problemsolving
• Demonstrated aptitude for technology and software solutions.
• Excellent interpersonal and communication skills across all levels of an organization.
• Teamoriented mindset with a collaborative approach.

________________________________________ QUALIFICATIONS

• 35 years of experience in meetings and events required.
• Advanced Excel proficiency, including VLOOKUP, Pivot Tables, Conditional Formatting, and data reconciliation.
• Proven experience with Cvent (preferred) or comparable event/project management platforms.
• Ability to travel domestically and internationally via air, rail, boat, or car as required.

Madison is a proud Employee Stock Ownership Plan (ESOP) company. Through our ESOP, employees earn shares in the company over time, creating an added retirement benefit that grows alongside Madison’s success. We offer a robust benefits package which includes medical, dental, vision, and 401(k) plans. Our offerings also include medical and dependent care Flexible Spending Accounts (FSA), life insurance, disability coverage, and pet insurance. Additionally, we provide tuition reimbursement and "You Belong," our employee reward and recognition program. Apply tot his job Apply To this Job