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Event Coordinator

1 month ago

Fairfax, United States ROCS Grad Staffing Full time

Summary:

We are seeking a detail-oriented and highly organized Temporary Event Coordinator to assist in planning and managing meetings and events for employees and partners. The role involves site selection, contract negotiation, budget development, and logistical coordination to create cost-effective and successful events. Key responsibilities include managing day-to-day budgets, overseeing vendor relationships, handling travel arrangements, tracking registrations, and analyzing post-event survey results.


What you'll be doing:

  • Assist in researching and recommending selection of hotels & venues to include site selection, negotiating contracts, budget development, menu selections and coordination of logistical arrangements.
  • Assist in creating cost-effective, well-managed meetings and events, always exceeding the expectations of the customer (employees and partners)
  • Assist in managing day-to-day event budgets.
  • Assist in managing vendor deposit schedules and final billing reconciliation.
  • Assist with air reservations and ticketing for all meetings/conferences & events.
  • Oversee development of meeting & event registrations, track attendees, and room blocks and provide necessary reporting to vendors.
  • Oversee development and distribution of post-meeting/conference/event survey and analyze attendee results.
  • Assume and perform other duties and responsibilities not specifically outlined herein, but which are logically and properly inherent to the position.


What we're looking for:

  • Commitment to working in Centreville office 4 days per week
  • Highly organized with a strong attention to detail
  • Ability to prioritize, manage multiple tasks and deliver quality results under tight deadlines
  • Ability to be innovative & creative in meeting event goals.
  • Ability to create and design effective messaging for printed event materials
  • Excellent computer skills required, including Excel, PowerPoint, Outlook and Travel Management Software
  • Superb verbal and written communication skills
  • Demonstrated commitment to providing superior customer service
  • Ability to work both individually and in a team environment in addition to demonstrating good judgement and taking initiative
  • Minimum of two (2) years’ experience in coordinating and/or planning meetings/special events
  • 10% travel required
  • Degree with hospitality background strongly preferred


*Temporary to start*