NATURE OF WORK
The Meetings and Events Coordinator is responsible for the flawless execution of meetings, conferences and special event logistics from inception through completion, including onsite management and post event.
S/he will manage assigned projects by using event management tools/software as well as develop and adhere to budgets, timelines, processes and procedures. S/he is responsible for internal and external relations, contributing to ongoing assessments and providing updates based on changing needs. The Coordinator works on a team on particular meetings and events under the direction of a Meetings and Events Planner, and reports directly to the Meetings and Events Manager.
Source venues appropriate for meetings and negotiate contracts per internal guidelines. Oversee all aspects of hotel arrangements including rooming list, meeting space, food and beverage, and audio/visual equipment.
Communicate with event related vendors regarding all preplanning needs and manage related operations onsite.
Anticipate and resolve issues with project schedules, resources, and budgets.
Oversee travel arrangements ensuring excellent traveler outreach, communication, data tracking, updates and compliance with established processes.
Oversee the life cycle of meeting, conference and special event registration including creating and managing invitations, developing the registration process and communication pieces.
Manage all meeting collateral ensuring that materials are professional and appropriately reflect the organization’s standards, thus ensuring quality control.
Oversee and reconcile meeting, conference and special event expenditures to deliver on or below budget objectives while keeping the project leader and finance staff informed on all budget related activities.
Assist with management of department’s inventory, credit card reconciliation process and other duties as assigned.
A college degree is essential, and two to four years of meeting and event planning experience, or an equivalent combination of
education and experience is preferred.
Experience working in Federal government contracts is strongly preferred.
Candidates should demonstrate their ability to:
Effectively prioritize and execute tasks conforming to shifting priorities, demands and timelines; multitask and handle multiple projects efficiently simultaneously.
Show initiative, work independently as an individual contributor with minimum supervision, yet able to work and contribute positively in a team setting.
Analyze and solve challenges quickly and effectively.
Elicit cooperation from a wide variety of sources including management, project managers, staff departments, and vendors.
Provide exceptional customer service to both internal and external clients while exhibiting a high degree of responsibility, initiative and professionalism.
Communicate effectively both verbally and in writing.
Proficiency in Microsoft Office (Outlook, Word, Excel, PowerPoint).
Proficiency in Cvent Event Management and Cvent Supplier Network software.
Ability to adapt quickly to using new technology and software as implemented by the team.
The Meetings and Events Coordinator may be required to occasionally work weekends, evenings and other irregular hours and travel as necessary.
Please send an email to firstname.lastname@example.org with “ECPCMA" in the subject line. Include your cover letter and resume.