Event Coordinator

Job Summary:

Responsible for coordinating all aspects of meetings and events. This includes researching venues, negotiating contracts and providing full support to internal customer. Meeting Planners provide full support and effective delivery of all meetings, events and conferences for the US Domestic entities. Meeting Planner works as part of a team to manage over 500 meetings annually.

Major Areas of Responsibility

Work with internal clients to understand meeting objectives

Responsible for the planning all aspects of company meetings and events (Site selection, negotiate contract terms for hotel, Food & Beverage, off-site events, transportation…)

Negotiation of contracts for all meeting components

Determine meeting specifications and evaluate potential meeting locations/venues

Assists internal client with budget and cost analysis

Books and oversees all size meetings from small training to larger conferences.

Provides on-site coverage if required/requested. As necessary, conducts site visits to ensure selections meet conference needs and standards

Attends industry related events to maintain state of the art knowledge of the travel industry. Attends association meetings and participates in industry networking opportunities to maintain full understanding of Strategic Meeting Management Programs.

Provide feedback to Manager on department needs and initiatives

Recommendations to streamline workflow

Evaluation of software technology to support meeting planning

Performs special projects as assigned

Required Skills

Strong Microsoft Office experience required, specifically PowerPoint, Excel, Outlook, and Word.

General knowledge of Meeting Registration Tools (Cvent, Aventri, Bizly or Groupize)

Knowledge of travel industry

Outstanding customer service skills

Excellent communication and interpersonal skills(written, verbal and presentation)

Ability to follow through on objectives, be detail oriented, stay organized and remain flexible

Must be able to multi-task

Previous meeting/event planning experience or similar (ie. Hotel or Travel Industry Experience)

Must thrive in a very busy atmosphere and be able to manage many things at one time with the ability to shift gears and prioritize

Change management skills and flexibility

Ability to focus and get the job done while avoiding distractions.

Strong ability to collaborate with other Planners and work within a team environment

Great at being resourceful and leveraging relationships to problem solve.