Events Coordinator

1 month ago

California, United States ICW Group Full time

Are you looking for more than just a job? Do you want to have a voice and feel a sense of belonging? At ICW Group, we hire innovative people who consistently adapt, grow and deliver. We believe in hard work, a fun work environment, and embracing creativity that only comes about when talented people collaborate to develop solutions. Our mission is to create the best insurance experience possible.

Headquartered in San Diego with regional offices located throughout the United States, ICW Group has been named for seven consecutive years as a Top 50 performing P&C company offering the stability of a large, profitable and growing company combined with a small-company entrepreneurial spirit. Our purpose-driven ethos provides team members with opportunities to contribute, develop, and belong.

Are you a proactive problem solver with exceptional organizational skills and a keen eye for detail? ICW Group is hiring an Events Coordinator to conduct highly complex administrative functions and to work on assignments which are varied and complex in nature in support of Human Resources. The person in this role will support the Director of Events in all aspects of the seamless execution of Enterprise-wide events, meetings, and activities for ICW Group.

WHAT YOU WILL DO

Provides administrative support to Human Resources as assigned.

  • Delivers exceptional administrative support to Event Planning team and others as assigned.
  • Handles details of a highly confidential and sensitive nature.
  • Prepares and manages purchase orders.
  • Tracks event budgets.
  • Initiates the onboarding of new vendors.
  • Manages event calendars for multiple locations.

Prepares travel and expense reports as required by management.

  • Prepares draft itinerary and finalizes with management approval.
  • Makes travel reservations ensuring preferences and ease of travel are maximized.
  • Coordinates schedules, makes transportation arrangements, and reconfirms reservations.
  • Acts as primary liaison with travel program vendor.
  • Prepares for visitors by providing back-up data to management as needed in advance of appointment.
  • Reconciles monthly expenses, prepares expense reports, and submits in a timely manner.

Assists with corporate event planning.

  • Assists with all phases of the event planning process (research, design, planning, coordination, and evaluation) while delivering quality and creativity.
  • Collaborates with internal stakeholders to understand event requirements, objectives and budgets.
  • Coordinates contract negotiations, venue sourcing, billing, presentation materials (including PowerPoints), catering, entertainment, audio & visual (A/V), shipping, decor, promotional materials, room blocks, and other logistics as required.
  • Oversees event setup, operations, and breakdown to ensure smooth execution.
  • Maintains accurate event folders and records (i.e. event recaps, attendance stats, evaluations, event photos).
  • Provides support for offsite events when requested.

WHAT YOU BRING TO THE ROLE

  • High School Diploma or GED required. Associate's degree from a two-year college with a major or emphasis in Business Administration or related field a plus.
  • Minimum 3-5 years of related experience in an administrative position using Microsoft Office Suite and encompassing program/project support responsibilities; or equivalent combination of education and experience required.
  • Current Driver's License required.

KNOWLEDGE AND SKILLS

  • Ability to read and interpret documents such as operating instructions, or procedure manuals and to write routine reports and correspondence.
  • Ability to effectively present information and respond to questions from groups of managers, clients, customers, and the general public.
  • Ability to add, subtract, multiply, and divide using whole numbers, common fractions, and decimals. Ability to deal with problems involving several concrete variables in standardized situations.
  • This position requires demonstrated ability to manage confidential information in a discreet and professional manner.
  • Solid computer skills required. Proficiency in using Microsoft Office. Proficiency in Project Management software preferred.
  • Effective written and verbal communication and interaction skills with internal/external customers to sufficiently exchange or convey information and to give and receive work direction.
  • Excellent project planning organization and strategic planning skills. Strong organizational and problem-solving skills with attention to detail.
  • Ability to interact with all levels of team members and leadership, engage and participate during events, be a cheerleader for the company.

WORK ENVIRONMENT

This position operates in an office environment and requires the frequent use of a computer, telephone, copier and other standard office equipment. Some travel required.

COMPENSATION

The hourly range listed for this position, $28.37 to $44.75, is exclusive of fringe benefits and potential bonuses. If hired at ICW Group, your final salary compensation will be determined by factors such as skills, experience and/or education. In addition, we believe in the importance of pay equity and consider internal equity of our current team members as part of any final offer. We typically do not hire towards the maximum of the range in order to allow for future and continued salary growth. We also offer a substantial benefits package outlined below.

WHY JOIN ICW GROUP?

  • Challenging work and the ability to make a difference
  • You will have a voice and feel a sense of belonging
  • We offer a competitive benefits package, with generous medical, dental, and vision plans as well as 401K retirement plans and company match
  • Bonus potential for all positions
  • Paid Time Off with an accrual rate of 5.23 hours per pay period (equal to 17 days per year)
  • 10 paid holidays throughout the calendar year
  • Want to continue learning? We'll support you 100%

ICW Group is committed to creating a diverse environment and is proud to be an Equal Opportunity Employer. ICW Group will not discriminate against an applicant or employee on the basis of race, color, religion, national origin, ancestry, sex/gender, age, physical or mental disability, military or veteran status, genetic information, sexual orientation, gender identity, gender expression, marital status, or any other characteristic protected by applicable federal, state or local law.

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