Vacature Meetings Project Coordinator | Conference Matters

Vacature Meetings Project Coordinator

MCI is looking for a flexible and accurate Meetings Project Coordinator with strong eye for detail.

At MCI we believe that when people come together, the magic happens. That is why we’ve been bringing people together trough innovative meetings, events, congresses and association management since 1987.

As our new Meetings Project Coordinator within our Corporate Division at the Amsterdam office, you will be responsible for full delivery of meetings for one of our biggest clients from the healthcare industry. You are required to work independently on stand-alone meetings, have a strong eye for detail and willing to travel internationally. Powered by a work culture that’s focused on high performance, flexibility and accuracy, this is a great opportunity to join an energetic team of young- professionals that delivers projects for clients all over the world.

Main responsibilities

Project Management

  • Direct involvement in the management of projects, including event planning, budgeting, contracting, quality control, client management, etc.
  • Logistics management (venue and supplier selection, negotiation and contracting, registration management, accommodation management and travel arrangements)
  • Participating in production and presentation of proposal to clients (concept, planning, timeline, budget, administrative tools)
  • Setting, communicating and maintaining timelines and priorities on every project
  • Delivering meetings and events on time within budget, meeting and exceeding client’s expectations
  • Implementing projects (operational and financial) in accordance with approved budgets, KPIs, SLAs and timelines
  • Regular internal reporting on project planning and operational progress as well as client contact
  • Regular and frequent communication with clients including monitoring of client satisfaction

Leadership & Relationship Management

  • Maintaining enthusiasm and professional standards within the event/project teams
  • On site management , including suppliers and team management
  • Representing MCI and participating at selected industry events, exhibitions, presentations and social events

Financial Management

  • Financial management and cost control (budgeting, invoicing, accounting, reconciliation and closure)
  • Final reconciliation (operational and financial) of all projects handled

Job requirements

  • Experience in project management for (healthcare) meetings and knowledge of EFPIA regulations
  • Educated to minimum bachelor degree level/professional qualification or qualified by experience
  • Proven experience in advanced budget monitoring management
  • Knowledge of registration systems (Cvent is a plus)
  • Fluent in English written and spoken (French and German is a plus)
  • Flexibility to work in weekends or evenings
  • Ability to set priorities and keep good overview while working on multiple projects at the same time
  • High level of project management skills, organisational and time management skills
  • Ability to take decisions, prioritize and remain calm under stress
  • People management skills, to the level of managing a team pre event and on site
  • Prepared to work independently with minimum supervision, taking personal responsibility for the assigned projects
  • Open to international travel on frequent basis


What we offer you:

  • Informal, casual, young working environment
  • Full time job, 40 hours per week
  • Unlimited learning possibilities via MCI academy

If you think you are the right person for this job, please send an email with resume to