MEETING Coordinator

Accepting Applications until 5:00 PM PST, August 22nd, 2025.

Please submit your resume using the following form: Apply Here

Role: Meeting Coordinator 

Reports to: Manager, Meetings & Events 

Office Hours: Typical office hours include Monday - Friday from 8:30 AM - 4:30 PM PST.

Location: Remote work, candidate based in San Francisco or San Diego, CA.

Salary Range: $55,000 – $65,000 annually (based on experience)

Description: Contenta Meetings & Events is seeking a detail-oriented and dependable Meeting Coordinator to support our client-facing team. This role is designed for someone who enjoys executing task lists, working behind the scenes, and keeping things organized. You’ll help power a wide range of corporate events in the biotech and technology industries by managing logistics, data, and vendor communications - all under the guidance of experienced planners.

This is a great opportunity for an early-career professional (1 - 4 years experience) who thrives in a structured environment, enjoys learning the mechanics of meetings & events, and is comfortable being the backbone of execution.

Who We Are: Driven by a mission to serve clients with concierge style event planning, Contenta was founded in June 2021 by Jane Maine, CMP. Jane brings over 17 years of in-house, corporate and agency meeting planning experience. She is passionate about creating events that leave a lasting impression. In her down time, she is recharged by exploring San Diego with her two young children and husband, taking walks with her basenji/terrier mix, riding her Peloton and cooking new recipes. At Contenta, we’re dedicated to providing an engaging work environment with room to grow, while delivering best-in-class events to clients. 

DAY IN THE LIFE:

  • You begin the day checking Slack for urgent updates, then update a registration list with new RSVPs and cross-reference it against hotel bookings. Mid-morning, you research offsite venues and compile your findings into a deck for the team. After a planning call where you take notes and mark action items in Asana, you update a budget tracker with final vendor invoices. You end the day reviewing a shipping checklist to ensure all collateral is prepped for next week’s event.

THE ROLE: 

  • Input and manage attendee and event data using Cvent, Google Sheets, and Asana

  • Cross-check rooming lists, travel manifests, and event attendance reports

  • Support the launch and close-out of programs by tracking materials, reconciling expenses, and preparing internal wrap-ups

  • Research venues, vendors, and services (entertainment, F&B, gifting, etc.) 

  • Create, edit, and format slide decks for proposals & venue sourcing, run-of-show docs, and meeting agendas

  • Open programs in Asana once contracts are signed and work closely with CEO / BD to complete the necessary opening checklist items

  • Assist with managing registration sites and mobile apps in Cvent

  • Gather speaker assets (bios, photos, decks) and track deliverables

  • Assist with budget tracking and final invoice reconciliation

  • Prepare, pack, and ship event materials and signage

  • Take notes during planning calls and follow up on tasks and deadlines

  • Schedule meetings across time zones for clients, vendors, and internal teams

  • Provide onsite support for registration, set-up, and execution when needed

THE IDEAL CANDIDATE:

  • Process-Driven: You love working through checklists and systems

  • Reliable: You follow through on tasks and communicate when you're stuck

  • Detail-Oriented: You're known for catching errors and double-checking everything

  • Clear Communicator: You're professional, direct, and responsive via email and Slack

  • Comfortable with Tech: You’re confident using Google Suite and excited to learn Cvent, Asana, Canva, Slack, and Harvest

  • Team-Oriented: You’re happy to take direction and support multiple team members

REQUIREMENTS:

  • 1 - 4 years experience in event coordination, admin support, operations, or project-based work

  • Based in San Francisco or San Diego with a home office and stable internet

  • Proficiency with Google Suite; experience with Cvent (1 - 2 years), Asana a plus

  • Comfortable with moderate travel (up to 50%, expenses covered)

TECHNOLOGY:

  • Experience working in the following tools: Asana, Harvest, Slack, Cvent, Google Suite, Canva

ADDITIONAL INFORMATION:

  • 50% travel may be required, which the company or client will pay for

BENEFITS: 

  • Tech Reimbursement - $40 per paycheck

  • Partially employer funded insurance options - Health, Dental, Vision

  • 401k match, up to 5%

  • Referral Program for new business

  • $1,500 annual tuition reimbursement

  • Annual company retreat

  • Holiday & Paid Time Off 

    • Fifteen Days Paid Time Off 

    • Federally Observed Holidays

    • Birthday Off

    • One Week Company Shut Down over the holidays 

DAY IN THE LIFE:

  • While every day is different, a ‘typical’ day may look as follows: Create meeting specs, review BEOs, build production ROS, schedule/lead client meetings, build agenda, take notes, send follow up action items, work with various vendors sending RFPs, reviewing contracts, updating budgets, reconciling final bills.