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.

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