Event Coordinator

1 month ago

Chicago, United States Innovatis Group Full time

We are looking for a Meetings & Events Coordinator who will report to the Event Manager and be responsible for organizing and managing logistics for our 30+ events per year. The position will require close collaboration with multiple teams to ensure successful event execution. The ideal candidate will be positive, enthusiastic, and ready to hit the ground running


Deadline to Apply: Tues, Dec 2nd


Key Responsibilities:

·      Oversee and facilitate all aspects of venue logistics for meetings/events

·      Implementation of virtual plans and concepts

·      Ability to work on multiple events simultaneously

·      Develop relationships with venues to coordinate event setup and logistics execution

·      Handle all aspects of venue management, including audio-visual, food and beverage, and other operational logistics

·      Coordinate with Event Leads to ensure alignment with budget, agenda and other venue needs (i.e. pop-up rooms, breakdown of costs, etc.)

·      Responsible for overall shipping logistics, including but not limited to, shipping out event materials and signage

·      Staff events as needed and manage onsite venue logistics; including occasional travel to events

·      Review and monitor event invoices throughout the planning cycle for the event budget reconciliation

·      Effectively negotiate with the venue as needed to meet service expectations and ensure appropriate expense management

·      Experience working with third-party decorators and other third-party contractors

·      Other duties as assigned by the Events Manager


Basic Qualifications:

·      A bachelor’s degree from an accredited four-year institution or equivalent experience

·      2-3 years of relevant professional experience in meetings, events, conventions, and/or tradeshow planning

·      Strong planning, organizational, and project management skills

·      Experience working in a multi-client and/or project-based event environment is highly preferred

·      Experience with international meetings and tradeshows is a plus

·      Up to date on current trends in the meetings industry and possesses strong meeting industry terminology and comprehensive knowledge of meeting planning, tradeshow, and registration processes

·      Comfortable with negotiating and building partnerships with vendors

·      Exceptional client service skills and enjoys working with people

·      Strong priority management skills and ability to manage concurrent tasks efficiently

·      Superior attention to detail; first class organizational skills

·      Proficiency with basic commuter programming, including the Microsoft Office Suite (Word Excel, PowerPoint, Outlook); experience using Salesforce or other CRM; CVENT experience a plus

 

Our Stand-Out Candidate:

·      You have a passion for meeting and event planning

·      You are highly organized and thrive on challenges

·      You work well in teams and are willing to roll up your sleeves and help your colleagues

·      You are innovative and resourceful; actively seek opportunities to improve events

·      You have a positive attitude and thrive in a fast-paced, dynamic, and highly collaborative environment

·      You demonstrate initiative, flexibility, and problem-solving skills to resolve situations in a professional and calm manner

·      You can effectively prioritize and execute tasks conforming to shifting priorities, demands, and timelines

·      You possess strong written and verbal communication skills

·      You are self-motivated and a self-starter with strong interpersonal skills

·      You possess strong analytical and problem-solving skills


Salary:

The base salary range for this position starts at $62k but can be higher dependent upon qualifications and experience.

 

Location:

Chicago, IL or Nashville, TN with 25% travel required


Benefits:

Comprehensive health, dental, and vision insurance

401(k) plan with 5% company match

Unlimited PTO after a year of employment (generous PTO upon start)

Professional development opportunities

Friendly and collaborative work environment


About Innovatis Group:

At Innovatis Group, we’re not just one of the fastest-growing association management companies; we’re committed to redefining partnership and impact. We blend strategic innovation with execution, helping clients drive meaningful results while supporting their broader goals. If you thrive in a fast-paced, dynamic environment and enjoy collaborating with industry-leading brands, Innovatis Group offers the tools, team, and environment to help you make a lasting impact.


Equal Opportunity Employer:

Innovatis Group is an equal opportunity employer and aspires to be a leader in fostering a diverse, equitable, and inclusive workplace where every individual is empowered to bring their whole self to work. We commit to embracing and promoting diversity in all its forms, ensuring equitable opportunities, and cultivating an inclusive culture that respects and values differences. Together, we will drive better outcomes for our employees, our clients, and our community.


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