Meetings Concierge - Contract - California Based
Full-Time Contract | 40 Hours Per Week | On-Site
Availability: July 2026 Start Date (Flexible Based on Hiring Timeline)
Our client is seeking an experienced Meetings Concierge to support meeting and event operations for a customer engagement and demonstration center. This role serves as the primary point of contact for customer-facing programs, ensuring a seamless experience from planning through execution while supporting scheduling, attendee logistics, hospitality, and hybrid meeting technology.
Operating at the intersection of Meetings & Events, Hospitality, Workplace Experience, and Customer Engagement, this professional will coordinate meeting logistics, support hybrid experiences, manage attendee communications, and help create a welcoming environment for clients and stakeholders. The ideal candidate is highly organized, service-oriented, and thrives in a fast-paced, customer-facing environment.
Why You’ll Love This Role:
The ideal candidate will love this role because it combines hospitality, meeting coordination, and customer experience into one highly visible position. Every day brings the opportunity to interact with visitors, support impactful programs, and help create memorable experiences for clients and stakeholders.
This role offers a balance of planning, logistics, and hands-on execution, making it ideal for someone who enjoys building relationships, solving problems, and ensuring every detail contributes to a seamless experience.
What You’ll Do:
As the Meetings Concierge, you will support:
Meeting & Event Coordination
Coordinate and support customer-facing programs hosted at the facility
Serve as the primary meeting concierge during event execution
Manage meeting schedules and calendar coordination
Support attendee communications and logistics
Ensure a seamless and professional experience for all visitors and stakeholders
Coordinate program details from initial planning through on-site execution
Facility & Program Management
Coordinate facility-related logistics for hosted programs
Serve as the on-site point of contact during meetings and events
Support room setup and meeting readiness activities
Partner with internal stakeholders to ensure successful program delivery
Monitor program requirements and address logistical needs as they arise
Help maintain a welcoming and professional customer experience environment
Hybrid Meeting & Technology Support
Create and manage Zoom meetings and virtual meeting links
Support hybrid meeting execution for virtual attendees
Set up and troubleshoot meeting technology as needed
Coordinate virtual attendee access and participation
Ensure meeting technology is functioning properly before and during programs
Attendee & Hospitality Management
Coordinate attendee travel logistics and provide direction to meeting participants
Arrange catering and hospitality services
Support visitor registration, sign-in processes, and attendee communications
Maintain a high level of customer service throughout the attendee experience
Ensure all meeting materials and hospitality elements are prepared and available
Compliance & Administrative Support
Support programs involving Healthcare Professionals (HCPs)
Maintain awareness of HCP compliance requirements and meeting protocols
Manage attendance documentation, sign-in sheets, and required program records
Ensure meeting logistics align with company policies and compliance standards
Assist with reporting and administrative documentation as needed
Please note this role requires full-time on-site support and occasional travel to support meeting execution.
Experience & Qualifications
Experience supporting healthcare, pharmaceutical, biotech, or medical meetings
Familiarity with Healthcare Professional (HCP) meeting requirements and compliance considerations
Understanding of attendee documentation requirements, including sign-in sheets and program records
Experience working with Zoom or similar virtual meeting platforms
Experience coordinating catering, facility logistics, and visitor management
Background in hospitality, meetings management, event coordination, or workplace experience programs
Experience supporting executive or customer-facing meetings
Hiring Process
1
Share Your Interest in the Position
Click the form link below to get started. If you are not yet a member of our free Soundings Thrive talent community, you will be asked to join and fill out your profile for consideration.
2
Complete Your Soundings Thrive Profile
All candidates must have a completed Soundings Thrive Profile. This allows us to evaluate the key skills required for this role (and you’ll be able to get alerted for any additional positions!)
3
Receive an Update from Soundings
Our team will review your information and let you know your status.
4
If You Move Forward
Next steps may include a skills-based interview with Soundings, interviews with the client, and reference checks.
5
Job Offer
Final candidates will receive a formal offer directly from the client.
We are committed to providing a transparent, timely, and respectful candidate experience from start to finish.