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Meetings & Events Coordinator

3 months ago

Wayne, United States Affiliated Distributors (AD) Full time

Description:
**Primary Responsibilities**:

- Responsible for the coordination and planning of assigned meetings and events, ensuring timely communication among stakeholders and planning teams.
- Develops and maintains project plans, driving due dates in an efficient collaborative, congenial manner.
- Interacts and communicates with vendors, exhibitors, and stakeholders throughout the planning of the events.
- Coordination of support materials needed for a successful meeting
- Typical requirements include communication of requirements to 3rd party partners, meeting planning, including hotel contract and vendor contract negotiations, coordinate logistics, presentation and meeting materials, meeting room set-up, food and beverage (F&B), A/V needs, print materials and making decisions to address the company’s business needs in line with AD’s meeting standards.
- Attends and provides on-site support at meetings and events, addresses any unforeseen challenges with professionalism and efficiency.
- Manages and maintains meetings and events department digital files.
- Coordinates shipments of all meetings and events supplies; accurately updating inventory and replenishing as necessary.
- Receives and reviews all meeting and event requests, processes requests and updates calendars accordingly.
- Manages and maintains Meetings & Events team inbox, responding to requests in a timely manner, escalating when appropriate and providing respective team members with relevant information.
- Leads events as assigned.
- Support meeting and event leads with various responsibilities including, but not limited to:

- Compiling housing and registration reports.
- Coordinating materials and supplies.
- Assisting with travel booking and similar activities for incentive programs.
- Securing dinner reservations.
- Contacting vendors for availability and pricing.
- Reviewing Banquet Event Order's (BEO's)both in advance and on site at a meeting or event.
- Organizing and collating print materials, name badges and tent cards.
- Assisting with set-up of meeting rooms, team offices and signage.
- Processing invoices and payments in a timely manner.

**Requirements**:
**Knowledge, Skills, and Abilities**:
1. Strong attention to detail required

2. Excellent written and verbal communications

3. Detailed and partner-oriented, a great collaborator and communicator

4. Highly organized with the discipline to keep track of ongoing projects and goals

5. Creative problem-solver with the ability to interpret information from multiple sources to make decisions

6. Ability to effectively work under tight deadlines and manage projects, independently

7. Resourcefulness in solving problems

8. Excellent interpersonal skills and an enthusiastic, positive attitude

9. Superior professionalism and judgment

10. Goal and results oriented

11. Self-starter, works with mínimal day-to-day supervision

12. Ability to develop and sustain strong positive relationships, internally and externally

13. Results oriented, identifying what needs to be done and proactively takes action.

14. Follows through on commitments and conducts oneself with integrity, excellence and hospitality standards

**Qualifications**:

- 2-3 years of relevant experience in meetings, events, and/or conferences
- Associate or Bachelor’s Degree is preferred, but not required
- Proficient in managing budgets, tracking expenses, and maintaining accurate files
- Proficient in various computer programs and software:

- Microsoft® Outlook (Managing calendars, inboxes and requests; scheduling sessions etc.), Excel (Some pivot table experience), Word and PowerPoint (Creating presentations with charts/graphs)
- Experience creating and editing documents in Adobe
- Some experience with CVENT, Social Tables, BlackBaud, Constant Contact

**Additional Comments**:

- The position is based out of our corporate office in Wayne, PA, where we have a hybrid work schedule (Tuesdays, Wednesdays, Thursdays in the office with Mondays and Fridays remote optional).
- ADs standard business hours are 8:00AM - 5:00PM.
- Travel: Annually 40% for company meetings.