Meetings and Events Specialist

The CCIM Institute is hiring a Meetings and Events Specialist to support the planning, coordination, and execution of CCIM Institute meetings and events from large-scale Forums and tradeshows to governance and committee meetings. This role is essential in ensuring that event logistics are well-organized, deadlines are met, and attendees enjoy a positive, professional experience.

About The CCIM Institute

Headquartered in Chicago, The CCIM Institute is a global professional association of more than 12,000 members dedicated to advancing excellence in commercial real estate. Through education, technology, and networking, CCIM equips professionals to make smarter investment decisions and close more deals.

And, while work experience and educational preparation are certainly important, we don’t hire resumes. We hire talented individuals based on our culture and values, the core of which centers around our commitment to uphold a supportive work environment that fosters trust and mutual respect.

Role Impact

Every CCIM event represents an important opportunity to engage with our members, instructors, and partners. The Meetings and Events Specialist plays a key role in bringing these experiences to life by coordinating event details, maintaining organized processes, and supporting seamless execution. Through strong attention to detail, effective communication, and a commitment to service, this role helps deliver the high-quality events our members expect.

Your Core Contributions to the Team

Event Planning and Logistics

• Assist with the planning, coordination, and execution of CCIM Institute meetings and events, including:
  • Fall and Spring Forums
  • Tradeshows and industry events
  • Committee, governance, and training meetings
• Coordinate event logistics, including registration, housing, meeting room setups, food and beverage, audiovisual requirements, and attendee materials.
• Develop and maintain event timelines, checklists, schedules, and planning documents to ensure deadlines are met.
• Assist with preparing event specifications, meeting room diagrams, and Banquet Event Orders (BEOs).
• Coordinate shipping, supplies, signage, and other materials needed for meetings and events.
• Support onsite event operations, including registration, setup, attendee assistance, and troubleshooting.
• Independently coordinate smaller meetings and events as assigned, ensuring all logistical details are addressed.

Vendor and Budget Coordination

• Communicate with hotels, venues, audiovisual providers, caterers, and other vendors to coordinate event requirements.
• Assist with gathering vendor proposals, comparing pricing, and coordinating services.
• Track event expenses, process invoices, and maintain accurate budget records.
• Monitor vendor deadlines and deliverables, following up as needed to ensure services are provided as expected.
• Identify opportunities to improve event processes and manage costs.

Cross-Functional Coordination

• Collaborate with Marketing, Education, Membership, and other internal teams to coordinate event logistics and ensure a consistent attendee experience.
• Communicate with volunteer leaders, committee members, speakers, and other stakeholders regarding meeting arrangements and event details.
• Respond to event-related questions and requests in a timely, professional manner.
• Maintain clear communication with internal teams and vendors regarding deadlines, changes, and logistical requirements.

Event Administration and Continuous Improvement

• Maintain accurate event records, registration information, attendance reports, hotel pickup data, and other documentation.
• Assist with post-event reporting, evaluations, and reconciliation of event expenses.
• Gather feedback from attendees and internal stakeholders to help identify opportunities for improvement.
• Maintain organized event files, templates, and resources to support efficient planning and execution.
• Recommend process improvements that enhance efficiency, organization, and the overall attendee experience.

About You

• 3+ years of experience in event planning, meeting coordination, hospitality, or a related field, preferably within a professional association or nonprofit organization.
• Bachelor's degree in hospitality, business, communications, or a related field preferred, or an equivalent combination of education and relevant experience.
• Experience coordinating event logistics, working with vendors, and supporting in-person meetings or conferences.
• Strong organizational and time-management skills, with the ability to manage multiple priorities and meet deadlines.
• Excellent attention to detail and a commitment to delivering high-quality work.
• Strong written and verbal communication skills and a customer-service mindset.
• Ability to work independently on assigned responsibilities while collaborating effectively with a team.
• Strong problem-solving skills, adaptability, and the ability to remain calm in a fast-paced event environment.
• Proficiency in Microsoft Office applications, including Outlook, Excel, Word, and Teams.
• Experience with event registration platforms, association management systems, or event management software is a plus.
• Willingness and ability to travel and work occasional evenings or weekends to support meetings and events.

Success in This Role

You'll know you're succeeding when:

• Event logistics are accurate, organized, and completed on time.
• Assigned projects and smaller events are managed effectively with minimal oversight.
• Members, volunteers, and attendees experience professional, well-organized events.
• Internal teams and vendors receive timely communication and reliable follow-through.
• Event documentation, registration data, and expense records are accurate and up to date.
• You proactively identify potential issues, help resolve challenges, and contribute ideas to improve future events.

What We Provide You

The CCIM Institute provides competitive benefits, professional development opportunities, and a supportive culture that values teamwork, accountability, and innovation. Our comprehensive benefit program features:

• Health coverage for you and your family through medical, dental, and vision plans
• Financial protection through disability, life, accidental death and dismemberment, and business travel insurance
• A 401(k) plan with company match
• Tax advantages through flexible spending accounts that allow you to pay for specific healthcare and dependent care expenses with pre-tax dollars
• To help you manage your work and life needs, we offer a life assistance program, free gym access, and professional development opportunities
• A generous paid time off program, including vacation, sick, personal, summer flex time, and volunteer days

All the Other Stuff

This is an exempt position and reports to the Director of Meetings and Events.

The CCIM Institute is proud to be an equal opportunity workplace dedicated to pursuing and hiring a diverse workforce. The job functions listed above represent the primary duties and responsibilities of this job and in no way state or imply that these are the only duties to be performed. Other duties and responsibilities within the scope of this position may be assigned, subject to reasonable accommodations.