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Events Coordinator

4 months ago

Chicago, United States Alma Lasers Full time
Job DescriptionJob Description

Events Coordinator


Location: Fulton Market - Chicago, IL

Summary

As a member of Alma Lasers North American marketing team reporting to the Brand Director, the Events Coordinator is responsible for planning and execution of North America’s industry conferences and workshops and multiple formats of Company sponsored programs at Alma Lasers, Inc.

This position is on-site. We are looking for positive individuals who want to be a part of the amazing culture here at Alma

Come join the FUN For you. For Life.


Essential Functions

Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

  • Planning, directing, evaluating, and executing trade show workshops and special events from initiation to implementation, including post event evaluation and lead generation (develop planning documents and recap reports upon project completion)
  • Manage scheduling, inventory, and deployment of company event resources
  • Secures all necessary resources, equipment, materials, and supplies for events
  • Research, select, and negotiate contracts with venues suitable for the event. Coordinate logistics with venue staff, including setup, teardown, and technical requirements. Coordinate exhibits, graphics, presentations, hotel rooms, receptions, meetings, and other event components
  • Manage event budgets, including tracking expenses, negotiating contracts, and identifying cost-saving opportunities.
  • Identify and contract with vendors such as caterers, audio-visual companies, decorators, and transportation services. Coordinate vendor activities before, during, and after events.
  • Develop marketing strategies to promote events and attract attendees. This includes managing social media campaigns and collaborating with marketing teams.
  • Identify potential risks associated with events and develop contingency plans to address them.
  • Oversee all aspects of events on the day of the event, including setup, registration, guest assistance, speaker coordination, and troubleshooting any issues that arise.
  • Cultivate relationships with sales team, sponsors, vendors, and other stakeholders to foster partnerships and enhance the success of future events.
  • Organize themed activities, workshops, or breakout sessions that align with the event's objectives and provide additional value to attendees. These could include hands-on demonstrations, panel discussions, or skill-building workshops.
  • Work with clients or internal teams to develop creative event themes that align with the event objectives and target audience. This could involve brainstorming ideas, researching trends, and creating mood boards or concept presentations.
  • Source and coordinate entertainment options such as live bands, DJs, performers, or interactive experiences that enhance the event atmosphere and engage attendees.
  • Handles all ordering, receiving and delivery of promotional items
  • Update and maintain trade show booth properties as necessary

Competencies

  • Initiative
  • Problem Solving/Analysis
  • Technical Capacity
  • Organizational Skills
  • Communication Proficiency
  • Ability to retain large amounts of information

Education and Experience Required

  • Bachelor’s degree, or equivalent experience
  • 1-2 years of tradeshow, meeting, and event planning experience, or related customer service experience
  • Proficient in Power Point, Microsoft Outlook, Microsoft Word and Microsoft Excel

Skills Required

  • Positive attitude and approach to the job responsibilities and the Alma team
  • Microsoft Applications (MS Office, Excel, PowerPoint, and Outlook)
  • Excellent organizational skills
  • Ability to multitask and be flexible in nature
  • Time management
  • Creative with strong strategic planning skills
  • Flexible to travel on short notice is a must
  • Strong Communication skills
  • Ability to multitask and be flexible in nature
  • Ability to manage time to maximize performance
  • Creative with strong strategic planning skills
  • Ability to work independently and take ownership of responsibilities for event success
  • Extremely organized with great follow through
  • Flexible to travel on short notice is a must

Supervisory Responsibility

This position has no direct reports but assists in mentoring peers and other departments as needed.

Work Environment

This job operates in a professional office environment. This role routinely uses standard office equipment such as computers, phones, photocopiers, filing cabinets and fax machines. This employee will travel and attend events at hotels and conference centers.

Physical Demands

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. The employee is occasionally required to sit; climb or balance; and stoop, kneel, crouch or crawl. The employee must frequently lift and/or move up to 10 pounds and occasionally lift and/or move up to 25 pounds.

Travel

This position requires 40% travel required. Subject to change based on needs of the department and the organization.

Work Authorization

Documentation showing eligibility to work in the United States will be required.

Other Duties

Please note this job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee for this job. Duties, responsibilities, and activities may change at any time with or without notice.

Alma, Inc. is Equal Opportunity Employment:

We're proud to be an equal opportunity employer and celebrate our employees' differences, regardless of race, color, religion, sex, sexual orientation, gender identity, national origin, age, disability, or Veteran status.


E-Verification:

In compliance with federal law, all persons hired will be required to verify identity and eligibility to work in the United States and to complete the required employment eligibility verification form upon hire.