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Meetings & Events Specialist II

2 months ago

Pittsburgh, United States Thermo Fisher Scientific Full time
Work Schedule
Standard (Mon-Fri)

Environmental Conditions
Office

Job Description

Position Summary

Our Meeting & Event Specialist role has two major focus areas. 1.) Support the Strategic Meetings and Events Team and other event teams across the organization with attendee management for large internal meetings and critical customer facing events (commercial meetings, incentive trips, tradeshows, conferences, etc.). 2.) Shared responsibility to support the local tradeshow program.
What will you do

Be the trusted enterprise resource for meeting attendee management
  • Meet with event planners to understand business needs and create Cvent event registration websites for each assigned event, coordinate the actual registration and work with attendees on their registration needs.
  • Coordinate hotel room blocks for groups where needed and handle reporting. This is important to avoid attrition and stay within established budgets.
  • Collect tradeshow badge information for attendees and coordinate with show management for on-site badge pickup.
  • Development and implementation of a standardized approach to event attendee management while increasing efficiency and delivering a uniform and excellent customer experience across all events.
  • Engage with tradeshow management companies to ensure proper protocol for each show for our attendees and report details to team members.
Coordinate multiple aspects in support of the events led by the Strategic Meeting & Events team:
  • Air travel and ground transportation
  • On-site badge processing and reg desk protocols as assigned
  • YOY room block analysis information for all groups as assigned
  • Auditing of final invoices for all attendee related costs as assigned (room blocks, transportation, airline costs, etc)
  • Team travel for events and site visits as needed
  • Coordinating event logistics
  • Running attendee databases
Assist with running the Local Show Program for the Customer Channels Group:
  • Inventory management of show properties and shipping to and from local shows for sales reps as ordered through the show management system.
  • Administering the website and software system.
Education/minimum requirements
  • Bachelor's Degree preferred - Marketing, Communications, Event or Meeting Planning in the hospitality industry
  • 5+ years experience and detailed knowledge of hotel, hospitality and tradeshow industry.
  • Experience in working in large, matrixed organizations.
How will you get there
  • The role requires attention to detail to ensure accurate attendee information is collected and handled effectively. This includes verifying attendee data, supervising registrations, and addressing attendee queries.
  • Excellent communication skills are vital for collaborating with attendees, internal team members, and external partners. We're looking for an excellent communicator, able to communicate event details clearly and professionally via email, phone, and in-person. Demonstrate strong work ethic with high energy, and positive, proactive demeanor, able to handle all type of personalities and unexpected situations.
  • Our new team-member should demonstrate strong administrative skills to handle multiple events and timelines simultaneously. This includes coordinating registration timelines, sending out confirmation materials, and managing attendee lists.
  • Customer experience is key You will be providing exceptional support to event attendees. You should be responsive to inquiries, address concerns promptly, and ensure a positive attendee experience throughout the registration process.
  • Teamwork is paramount The ideal candidate should be an extraordinary teammate, capable of working collaboratively with colleagues across the entire organization, to ensure perfect event execution and attendee satisfaction.
  • Technical Proficiency: Prior experience with event management tools and registration platforms, such as Cvent or similar, would be valuable.
  • As things don't always go as planned, our ideal colleague is a natural problem solver, flexible and adaptable. Consider troubleshooting registration issues, resolving attendee queries, and addressing last-minute changes. A critical demeanor and the ability to problem-solve effectively in a fast-paced environment is important.
  • Looking for a better way, every day. We will challenge you to improve and standardize all aspects of the attendee management works across all projects.
  • Given the nature of strategic meetings, professionalism and discretion are paramount. The candidate should maintain confidentiality, represent the organization expertly, and adhere to ethical standards in all interactions.
  • Event Industry Knowledge: understanding of hotel revenue processes and key negotiating opportunities with hotels and outside venues including transportation companies, airline agents, etc.
Non-Negotiable Hiring Criteria:
  • Willing to travel at least 30% especially during peak seasons and where needed throughout year.
  • Presentation skills at all levels both verbally and in writing and ability to articulate and evangelize the vision and direction of event objectives and goals to all levels of the organization.
  • Track record to work well with senior management.
  • Demonstrates excellent stamina and be willing to work long hours and weekends.
  • Strong project management and task timeline skills.
  • This position has not been approved for Relocation Assistance.