Animi Projects is seeking a detail-oriented and experienced Freelance Meeting Organizer to manage the end-to-end coordination of our various meetings, ranging from internal team syncs and strategic planning sessions to crucial in-person client meetings across the European Union. The ideal candidate will be highly organized, possess excellent communication skills, be proficient with various virtual meeting platforms, and be willing and able to travel frequently within the EU. This is a remote, project-based freelance position, requiring flexibility, strong independent work ethic, and a readiness for international travel.

Responsibilities:

Scheduling & Coordination:
Coordinate and schedule meetings across different time zones, considering participant availability and preferences.
Send out calendar invitations with accurate meeting details, including agendas, pre-reading materials, and relevant links.
Manage meeting changes, cancellations, and reschedules efficiently and professionally.
Logistics & Setup (Virtual & In-Person):
Set up virtual meeting rooms (e.g., Zoom, Google Meet, Microsoft Teams) and ensure all necessary settings (e.g., waiting rooms, recording, breakout rooms) are configured correctly.
Provide technical support to participants joining virtual meetings as needed.
Arrange and manage all logistics for in-person client meetings in various EU locations, including booking venues, arranging catering, coordinating AV equipment, and managing participant travel details if required.
Prepare and organize all meeting materials in advance, ensuring they are accessible to all attendees.
Travel Management:
Manage personal travel arrangements for EU client meetings, including flights, accommodation, and ground transportation, in adherence to company travel policies.