Meeting & Logistics Coordinator

Job Details

Description

At INTRUST Bank, 10 character qualities are at the foundation of all we do. They include respect, positivity, compassion, humility, and initiative. They guide our interactions with customers and each other, are why we give back to communities, and inform how we shape our goals as a company. These character qualities are our tradition, and we bring them to life each day.

Your career is important to you, which makes it important to us. At INTRUST you’ll find a welcoming, encouraging atmosphere where your talents can thrive. You will be supported in your career, you can lead no matter what your title, and you can see a path for future growth. If you’d like to find a place of work where you’re appreciated, can find balance, and have a sense of belonging, then we encourage you to apply for this role.

A modern benefits approach: To support our employees and their families, INTRUST offers a comprehensive, market-competitive benefits package that prioritizes your total well-being.

• Competitive pay
• Generous time off
• Employees receive three weeks of paid vacation plus 11 paid holidays each year.
• Paid time off to volunteer in the community.
• Paid employee and family sick leave.
• Paid parental leave.
• 401(k) plan with 6% employer match and 100% immediately vested.
• 3% non-elective company contribution; non-elective contribution vested after 3 years of service.
• Career growth and development resources
• Tuition reimbursement for full-time and part-time employees enrolled in any degree program.
• Banking benefits
• Medical, dental, and vision insurance
  

Benefits eligibility is dependent upon hire date and employment status. Ask for our benefits guide for full details.

Job Summary: The Meeting & Logistics Associate is a key administrative role responsible for managing all aspects of meeting scheduling, logistics, and follow-up to support both client engagement and internal operations within the Wealth Division. This individual serves as the organizational engine behind client and team meetings, ensuring a seamless experience through expert calendar management, travel coordination, meeting preparation, and post-meeting follow-up. Promotes an environment of teamwork within the department and across the bank. Represents INTRUST Bank in all they do in the community and is focused on the development of new business relationships. Must maintain strict standards of confidentiality and perform duties in a manner supporting INTRUST’s Character Qualities.

Essential Functions: All expectations described in the job description’s essential functions are necessary to be successful in this role, performed with or without a reasonable accommodation.

• Coordinate directly with clients and internal stakeholders to schedule meetings, confirm availability, and manage RSVPs.
• Manage reschedules, confirmations, and reminders while proactively resolving scheduling conflicts.
• Organize and compile all necessary materials for client meetings, including agendas, reports, and supporting documentation.
• Create customized client books and presentation packets tailored to each meeting’s objectives.
• Coordinate with advisors, strategists, and internal teams to ensure all materials are accurate, complete, and prepared in advance.
• Arrange meeting locations, conference rooms, catering, and virtual meeting links.
• Coordinate travel arrangements for team members as needed to support in-person meetings.
• Schedule follow-up calls and internal debriefs.
• Serve as a key point of contact for logistical questions and meeting-related requests.
• Contribute to the continuous improvement of scheduling and meeting processes to enhance the overall client experience.
  
  

Education and Experience: Associate’s or Bachelor’s degree preferred; relevant experience may substitute for formal education. 2+ years of experience in executive support, administrative coordination, client service, or event coordination—preferably in financial or professional services.

Required Skills and Knowledge: Exceptional organizational and time management skills, with the ability to manage multiple priorities in a fast-paced and dynamic environment. Excellent written and verbal communication skills. A collaborative, solutions-oriented approach to working with internal and external stakeholders. Proficiency in Microsoft Office Suite, calendar management tools, and CRM systems (e.g., Salesforce). High level of professionalism, discretion, and attention to detail.

Required Licenses and/or Certifications: None.

Physical Demands: Extended period(s) of time may be spent viewing a personal computer, sitting, standing, and walking. Occasional lifting up to 25 lbs. The physical demands necessary for this role should be performed with or without a reasonable accommodation.

Working Conditions: Normal office conditions.

This job description summary is not intended to be an employment contract, nor is it intended to state or imply these are the only activities to be performed by the employee occupying this position. Employees will be required to follow any other duties as assigned or requested by their supervisor.

INTRUST Financial Corporation and its subsidiaries, including INTRUST Bank, are Equal Opportunity Employers whose policy is not to discriminate unlawfully against any qualified employee or applicant for employment on the basis of protected military or veteran status, disability, race, color, religion, sex, age, national origin, pregnancy, genetic information, sexual orientation, gender identity, or any other classification protected by applicable local, state or federal law; except where an individual’s protected category constitutes a bona fide occupational qualification.