Events and Meetings Coordinator
5 days ago
Nashville
Innovatis Group is looking for an Events & Meetings Coordinator to report to the Event Manager and play a key role in organizing and managing logistics for our events, ensuring seamless execution from planning to completion. The Events & Meetings Coordinator will work closely with internal teams, vendors, and venues to deliver high-quality experiences that align with our organizational goals. This position requires strong attention to detail, problem-solving skills, and the ability to juggle multiple events simultaneously in a fast-paced environment. The ideal candidate is proactive, enthusiastic, and eager to contribute to the success of our events while fostering positive relationships with stakeholders. If you thrive in a dynamic setting and love bringing events to life, we want to hear from you! Deadline to Apply: Wednesday, February 11th at 11:59pm CST Applications will be reviewed on a rolling basis. While we will accept applications through 2/11/2026, we anticipate hiring by the end of February and may close the search sooner if the position is filled, so we encourage candidates to apply early. Key Responsibilities: • Oversee and facilitate all aspects of venue logistics for meetings/events, • Ability to work on multiple events simultaneously, • Develop relationships with venues to coordinate event setup and logistics execution, • Handle all aspects of venue management, including audio-visual, food and beverage, and other operational logistics, • Coordinate with Event Leads to ensure alignment with budget, agenda and other venue needs (i.e. pop-up rooms, breakdown of costs, etc.), • Responsible for overall shipping logistics, including but not limited to, shipping out event materials and signage, • Staff events as needed and manage onsite venue logistics; including occasional travel to events, • Review and monitor event invoices throughout the planning cycle for the event budget reconciliation, • Effectively negotiate with the venue as needed to meet service expectations and ensure appropriate expense management, • Experience working with third-party decorators and other third-party contractors, • Other duties as assigned by the Events Manager Basic Qualifications: • A bachelor’s degree from an accredited four-year institution or equivalent experience, • 2-3 years of relevant professional experience in meetings, events, conventions, and/or tradeshow planning, • Strong planning, organizational, and project management skills, • Experience working in a multi-client and/or project-based event environment is highly preferred, • Experience with international meetings and tradeshows is a plus, • Up to date on current trends in the meetings industry and possesses strong meeting industry terminology and comprehensive knowledge of meeting planning, tradeshow, and registration processes, • Comfortable with negotiating and building partnerships with vendors, • Exceptional client service skills and enjoys working with people, • Strong priority management skills and ability to manage concurrent tasks efficiently, • Superior attention to detail; first class organizational skills, • Proficiency with basic commuter programming, including the Microsoft Office Suite (Word Excel, PowerPoint, Outlook); experience using Salesforce or other CRM; CVENT experience a plus Who You Are: • You’re genuinely passionate about meetings and events and enjoy bringing ideas to life, • You’re highly organized, resourceful, and proactive in improving processes and event experiences, • You’re a collaborative team player who’s willing to jump in and support colleagues when needed, • You maintain a positive, flexible mindset and stay calm under pressure, • You’re self-motivated, take initiative, and follow through on responsibilities, • You’re open to travel up to 25% as needed Salary: The base salary range for this position starts at $61,000 annually. Final compensation will be determined based on experience and qualifications. Location: Nashville, TN Hybrid Schedule (3 days in, 2 days remote) – this is not a fully remote role. Our Nashville HQ is located at 450 Rev Kelly Smith Way, Nashville, TN 37203 (in the Capitol View Area). Benefits: • Medical, dental & vision (plus medical plan perks like virtual care, nurse advocate, EAP, Headspace, gym + wellness/beauty discounts, and alternative medicine discounts), • UNUM voluntary benefits incl. short/long-term disability, AD&D, and additional coverage options, • Employer HSA contribution, • 401(k) with 5% match (Roth or Traditional) after 6 months, • PTO: generous upon start + unlimited PTO after 1 year; 10 paid company holidays, • Paid parental leave after 1 year: 12 weeks maternity / 4 weeks paternity, • Pre-tax commuter benefits (for public transit), • Professional development stipend & support, • Company culture perks: frequent Lunch & Learns + quarterly social events (Chicago, Nashville & Remote) + holiday parties, • A Tennessean "Top Workplaces" fun and collaborative work environment About Innovatis Group: At Innovatis Group, we’re not just one of the fastest-growing association management companies; we’re committed to redefining partnership and impact. We blend strategic innovation with execution, helping clients drive meaningful results while supporting their broader goals. If you thrive in a fast-paced, dynamic environment and enjoy collaborating with industry-leading brands, Innovatis Group offers the tools, team, and environment to help you make a lasting impact. Our Values: At Innovatis Group, our values guide how we work, collaborate, and show up for one another every day. We believe in doing meaningful work with intention, integrity, and adaptability. • Be deliberate & purposeful, • Be creative, • Be accountable, • Be honest & transparent, • Collaborate relentlessly, • Be agile Benefits, perks, compensation, and work arrangements are subject to change and may vary based on role, location, or business needs. Equal Opportunity Employer: Innovatis Group is an equal opportunity employer and aspires to be a leader in fostering a diverse, equitable, and inclusive workplace where every individual is empowered to bring their whole self to work. We commit to embracing and promoting diversity in all its forms, ensuring equitable opportunities, and cultivating an inclusive culture that respects and values differences. Together, we will drive better outcomes for our employees, our clients, and our community.