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Coordinator, Meetings

1 month ago

Boston, United States Fidelity Investments Full time
Job Description:

This role is a blended position of coordinator support to multiple members of the M&E Fidelity Institutional team and assisting with the planning and execution of events. Individual will also support the execution of operational tasks for the Meetings & Events team in the logistics and execution of all programs both in-person and virtual.

The Expertise and Skills You Bring

The successful candidate must have the ability to take initiative and work independently as well as follow direction. Candidate must be very organized and able to balance multiple projects simultaneously under stringent time constraints. Incumbent must be a true teammate, willing to assume new responsibilities as they may arise, and flexible to working some overtime when required. The ideal candidate for this role is driven, organized, experienced, and ready to improve their network and skills
  • Bachelor's degree or equivalent experience
  • 1-3 years' experience in event coordination or event support.
  • Attention to detail.
  • Strong communication skills
  • Cvent Event Management/Database software experience
  • Ability to multitask and coordinate between different departments.
  • Analytical skills and knowledge in data management of events
  • Fully proficient using Microsoft Outlook - Calendar management and scheduling.
  • Fully proficient in Microsoft Excel, Word, and PowerPoint
The Value You Deliver
  • In person events
  • Build registration sites in Cvent for events
  • Communicate with planners and key business partners on event logistics, registration status, scheduling, attendance and attendee feedback
  • Plan for and execute the creation and printing of name badges, agendas, attendee lists, biographies, and all other meeting materials requiring production (tent cards, dinner cards, etc.)
  • Run registration reports from Cvent for distribution to planning teams
  • Cross check hotel rooming lists and travel manifests as needed
  • Ship meeting collateral and supplies to off-site events and tradeshows
  • Research premium items, negotiate pricing and maintain inventory status on and ship to events as necessary
  • Assist with eReview
  • Process invoices and follow up on status of payment, etc. on an ad hoc basis
  • Research and source venues, premiums, speakers and ad hoc requests
  • Arrange group and individual transportation
  • On-site support for local events in Boston and New England to handle registration
  • Other administrative duties as assigned
  • Virtual Events
  • Registration management with in Cvent
  • Create and build registration site
  • Build registration/calendar holds/confirmations
  • Registration summary update to the planning team
  • Scheduled weekly meetings to meet on deadlines
  • Ensure that feedback from all events is collected, analyzed, and reported out to business owners.
  • eReview registration site and communications
  • Mailbox management
  • Weekly Meeting Notes and distribution to planning team
  • Replay Site creation in Cvent
  • Data Analysis (25%)
  • Collaborate with business units to determine reporting and dashboard requirements in Cvent.
  • Administrative (10% of time):
  • Schedule meetings, arrange travels, handle expense reports for leadership team
  • Scheduling meetings and taking notes when necessary for leadership team
  • Builds ad hoc and customized reports and dashboards in Cvent


The Team

The Meetings & Events teams organize client events and industry conferences to support outreach to new and existing clients. The team also coordinates internal meetings to communicate with Fidelity associates.

Certifications:

Category:

Event Management

Fidelity's working model blends the best of working offsite with maximizing time together in person to meet associate and business needs. Currently, most hybrid roles require associates to work onsite all business days of one assigned week per four-week period (beginning in September 2024, the requirement will be two full assigned weeks).