Sr. Event Coordinator
About the position As a Senior Event Coordinator, you will work on a client team to establish and maintain procedures to ensure a high level of customer service. This position may work concurrently with multiple meeting management teams and clients.
Responsibilities
- Develop proficiency with utilizing multiple registration systems, including Cvent.
- Develop client/meeting timeline with input from project lead.
- Maintain and report on timeline and action items.
- Set up, maintain and distribute client meeting conference call agendas and minutes/communications.
- Research and contact potential suppliers to support event(s).
- Research and gather estimates for budget planning and development.
- Review contracts from suppliers and provide input to project lead.
- Collect and maintain board/VIP communications and travel arrangements.
- Manage special events hosted during meetings – i.e. dinners, special board meetings.
- Manage and coordinate conference speakers.
- Work with Exhibit/Sponsor manager on logistics and communications.
- Accurately enter and maintain data to ensure accuracy and consistency of information.
- Follow-up with registrants regarding outstanding payments pre- and post-event.
- Produce auditable results by processing credit card transactions and applying check payments accurately and efficiently.
- Provide reconciliation reports and work with Accounting Department to generate invoices.
- Maintain compliance with Payment Card Industry (PCI) policies and procedures.
- Assist with various areas of registration projects, including inventory management, badge printing, on-site preparation, reporting, and communication.
- Cross-train and assist as backup on an as needed basis for all registration clients.
- Other duties as assigned.
Requirements
- Bachelor’s degree and 1- 2 years of hospitality or meeting planning experience.
- 1-2 years of customer service or meeting management related experience.
- Experience with data management or registration in Cvent.
- Strong organizational skills and ability to multi-task and prioritize.
- Positive attitude and self-motivated.
- Strong written and verbal communication and interpersonal skills.
- Ability to interact well with internal and external clients.
- Project management and leadership skills.
- Proficiency in Microsoft Office Suite, especially PowerPoint.
Nice-to-haves
- Experience with Canva is preferred.
- Experience with Smartsheet.
Benefits
- Medical, dental, vision, and more.
- 401(k) with matching.
- Generous paid time off.
- Flexible and hybrid work schedules.