17 Meeting Coordinator Interview Questions and Answers

A meeting coordinator is responsible for planning, organizing, and executing all aspects of a meeting. They work with clients to identify their needs and the purpose of the meeting, then develop a plan and timeline for the event. Meeting coordinators also manage the budget and work with vendors to secure the best rates for services and products.

If you’re looking for a job as a meeting coordinator, you’ll likely need to go through a job interview. In order to prepare, it’s important to know what questions to expect. In this article, we’ll provide you with meeting coordinator interview questions and answers to help you get ready for your interview.

Are you familiar with the scheduling software used by this company?

Meeting coordinators often use scheduling software to organize their meetings and events. The interviewer may ask this question to see if you have experience using the company’s specific software. If you are not familiar with the software, consider asking what type of software they use so that you can learn more about it before your interview.

Example: “I am familiar with several different types of scheduling software. I find that each one has its own unique features, which is why I enjoy learning how to use new programs. In my last role, we used a program called Calendly, which I found easy to navigate. I would be happy to learn more about the software you use here.”

What are some of the most important skills for a meeting coordinator to have?

Meeting coordinators need to be organized, detail-oriented and able to multitask. These skills allow meeting coordinators to keep track of all the details involved in organizing a conference or event. When you answer this question, make sure to highlight your organizational and time management skills.

Example: “The most important skill for a meeting coordinator is organization. Meeting coordinators have to manage many different tasks at once, so it’s essential that they can stay on top of their work. I also think it’s important to have strong communication skills because meeting coordinators often communicate with clients and other team members. Finally, meeting coordinators should have good problem-solving skills because there are always unexpected issues that arise during events.”

How would you handle a situation where the scheduled speaker for a meeting cancels at the last minute?

Meeting coordinators often have to handle unexpected situations like this. Your answer should show the interviewer that you can remain calm and focused in these types of situations.

Example: “I would first make sure that we had a backup speaker ready to go. If not, I would contact other meeting attendees to see if they could recommend someone who could speak on the topic at hand. If all else fails, I would reschedule the meeting for another time when we could find a suitable replacement.”

What is your process for arranging catering for a large meeting?

Meeting coordinators often need to arrange catering for large meetings. This question helps employers understand your process for arranging catering and how you plan events. In your answer, describe the steps you take when organizing catering for a meeting. Explain that you will research different caterers in advance of the event so you can provide recommendations to your client.

Example: “I always recommend researching different caterers in advance of the event. I find this is the best way to ensure we have plenty of options to choose from. When I am working with my clients, I ask them what their budget is and then help them narrow down the list of potential caterers based on price. Once they select a few caterers, I contact each one to learn more about their services and food offerings. Then, I present my client with three or four options to choose from.”

Provide an example of a time when you had to manage a difficult client or customer.

Meeting coordinators often work with clients and customers, so employers ask this question to make sure you have experience working with challenging people. Use your answer to show that you can remain calm in stressful situations and use problem-solving skills to find solutions.

Example: “In my previous role as a meeting coordinator, I worked with many different types of clients. One client was very demanding and would frequently call me to change the details of their event last minute. This made it difficult for me to plan everything ahead of time, but I remained calm and explained to them why they needed to give us more notice. Eventually, they started giving us more advance notice, which helped me better prepare for their events.”

If you had the opportunity to plan one meeting from scratch, what would it look like?

This question is a great way to see how much you know about the industry and what your experience has been. It also helps employers understand whether or not you would be able to plan their meetings effectively. When answering this question, it can be helpful to think of a meeting that was particularly memorable for you.

Example: “I would start by making sure I had all of the necessary information from my employer. Then, I would find out who the attendees were and what they needed to get out of the meeting. Next, I would book the venue and make sure everything was in place before the day of the event. Finally, I would ensure that everyone knew where to go and when to arrive.”

What would you do if you noticed that attendees were getting bored during a presentation?

Meeting coordinators are responsible for ensuring that meetings run smoothly and efficiently. Employers ask this question to make sure you have the skills necessary to keep a meeting interesting and engaging for all attendees. In your answer, explain how you would use your communication and interpersonal skills to help everyone stay engaged during a presentation.

Example: “I once worked with a client who gave me a list of topics they wanted covered in their quarterly meetings. I noticed that one of the presenters was getting through his slides quickly, which meant some people were missing important information. So, I asked him if he could go over each slide more thoroughly so everyone understood it. He agreed, and we ended up having an even better meeting than before.”

How well do you handle stress? Can you provide an example from your previous job where you were under pressure?

Meeting coordinators often have to handle a lot of stress, especially when they’re organizing large events. Employers ask this question to make sure you can manage the pressure and keep calm under challenging circumstances. In your answer, try to show that you are able to stay focused even when things get hectic. Explain how you use your problem-solving skills to find solutions quickly.

Example: “I am someone who is naturally organized, so I don’t usually feel stressed about my work. However, there was one time where I had to organize an event for 500 people in just two weeks. The client wanted me to include some unique elements like a magician and a photo booth. It was definitely stressful at first, but I used my organizational skills to create a timeline and delegate tasks to my team members. We were able to pull it off with plenty of time to spare.”

Do you have experience managing budgets for meetings?

Meeting coordinators often need to manage budgets for their events. Employers ask this question to see if you have experience with budgeting and financial management. Use your answer to explain how you would handle the task of managing a company’s meeting budget. Explain that you will use your skills in time management, organization and communication to ensure you stay within the budget while still providing high-quality services.

Example: “I am experienced at managing my own personal finances, so I know how important it is to be organized when handling money. At my previous job, I was responsible for organizing our department’s budget for meetings. I used my organizational skills to create spreadsheets where I could track expenses and revenue. This helped me make sure we stayed within our budget while also providing quality service to clients.”

When planning a meeting, what is your process for determining the number of chairs, tables and other items?

Meeting coordinators often need to plan large events that require a lot of resources. This question helps the interviewer understand your organizational skills and how you manage multiple tasks at once. In your answer, explain what steps you take when planning an event and highlight your attention to detail.

Example: “I first determine the number of people who will be attending the meeting. Then I look at the space where we are holding the meeting to see if it can accommodate all attendees. If not, I find another location that is larger or book additional rooms for overflow. Next, I order enough chairs, tables and other items needed based on the number of attendees.”

We want to improve our customer service and engagement. Give me an example of how you would implement a new strategy to achieve this goal.

Meeting coordinators often have to improve customer service and engagement. This question allows you to show the interviewer how you can use your skills to make a positive impact on an organization’s goals.

Example: “I recently worked with a company that wanted to increase their social media presence. I created a strategy where we would post more frequently, but also create quality content. We started posting every day, which increased our followers by 20%. The quality of our posts also improved, which led to more shares and likes. By implementing this strategy, we were able to achieve both our goals.”

Describe your experience with public speaking. Are there any types of presentations you prefer over others?

Meeting coordinators often have to give presentations at meetings and conferences. Employers ask this question to make sure you’re comfortable speaking in front of large groups. Use your answer to share a specific experience with public speaking. Explain how you overcame any challenges you faced.

Example: “I’ve always been pretty comfortable speaking in front of large groups. In my last role, I gave several presentations each week. I usually prefer giving informative presentations over persuasive ones. I find it easier to stay organized when I’m just presenting facts. However, I do enjoy the challenge of persuading people to see things from my perspective.”

What makes you the best candidate for this meeting coordinator position?

Employers ask this question to learn more about your qualifications for the job. Before you answer, think about what makes you a good candidate and how those skills relate to the position. You can also mention any relevant experience or education that helped you develop these skills.

Example: “I am the best candidate for this meeting coordinator position because of my communication skills. I have always been able to communicate effectively with others, which is why I’ve held several positions in customer service. Meeting coordination requires excellent communication skills, so I know I would be able to help organize meetings efficiently and clearly. My ability to listen to others and respond appropriately would also make me an effective meeting coordinator.”

Which meeting planning software are you most familiar with?

Meeting planning software is a common tool for meeting coordinators. The interviewer may ask this question to see if you have experience using the company’s preferred software. In your answer, let them know which software you’re most comfortable with and why. If you don’t have experience with their preferred software, explain what other software you do use and how it compares.

Example: “I’ve used several different types of meeting planning software in my previous roles. I’m most familiar with Doodle because it allows me to create online surveys that help me collect important information from attendees. It also has an easy-to-use interface that makes scheduling meetings much simpler. I find that many people prefer Doodle over other software because of its user-friendly design.”

What do you think is the most important aspect of setting the tone for a meeting?

The interviewer may ask this question to assess your meeting planning skills. Your answer should include a specific example of how you set the tone for a meeting and what impact it had on the overall success of the event.

Example: “I think that setting the tone for a meeting is one of the most important aspects of my job as a meeting coordinator. I always make sure to greet everyone with a smile, introduce myself and shake hands when they arrive. This simple gesture helps put people at ease and makes them feel welcome. It also shows them that I’m invested in their comfort and well-being during the meeting.”

How often do you update your meeting planning checklist?

This question can help interviewers understand how often you update your meeting planning checklist and the importance of doing so. Use examples from past experience to explain how you keep track of important information during meetings, including who is in attendance, what needs to be discussed or any other details that are necessary for a successful meeting.

Example: “I find it very helpful to use my meeting planning checklist throughout the entire process of organizing a meeting. I start by creating an initial list of all the items I need to include on my checklist, such as who will attend the meeting, what topics we’ll discuss and when the meeting will take place. Then, I make sure to check off each item as I complete it. This helps me stay organized and ensures I don’t forget anything.”

There is a conflict between two attendees during a presentation. How do you handle it?

Meeting coordinators are responsible for ensuring that all attendees have a positive experience. This question helps employers understand how you would handle conflict in the workplace. Use your answer to show that you can use your problem-solving skills and interpersonal skills to resolve conflicts quickly.

Example: “I once had two attendees who were arguing during a presentation. I asked them to step outside of the meeting room so we could discuss the issue privately. Once they were out of earshot, I explained that their behavior was distracting other attendees. They apologized and returned to their seats. The presenter continued his presentation without any further interruptions.”