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Event Coordinator

2 months ago

Ellicott City, United States Eighth Square LLC Full time

About the Job Currently we are only considering local applicants from metro DC/MD/VA geographic area. The ideal candidate will have the ability to juggle multiple clients and deliverables while ensuring detailed organization and required project guidelines. You’ll help build out and enhance our projects, creating dynamic experiences and integrated solutions for clients across the country. Our company environment is highly collaborative and is extremely fast paced executing multiple tasks simultaneously. We try out new ideas constantly, learn from them and fine tune until we get it perfect for every client. You will be a critical part in bringing Eighth Square and clients to the next level in this position. Responsibilities Customer Service

Answer event helpline phone and provide customer service related to inquiries and/or forward to appropriate team lead/point of contact. Respond efficiently and accurately to callers on the event support line, providing assistance, explaining possible solutions or providing requested information. Engage in active listening with callers, confirming or clarifying information and diffusing frustrated clients, as needed, while ensuring that callers feel supported. Reply to email inquiries related to questions, information and assistance needs related to events or travel itineraries. Assist with database and records updates on an ongoing basis including phone calls to collect and verify information.

Coordination and Documentation

Schedule appointments and maintain calendars for projects and events. Research and compile data to prepare internal and external project documents including comparison charts, weekly updates, flow charts, agendas, presentations, and tracking maps. Take comprehensive meeting notes for external client and internal meetings highlighting and completing follow-up on action items. Prepare communications, such as memos, emails, invoices, reports and other correspondence. Quality Assurance of documents and data in prep for Project Lead review Create and maintain timetables and project maps based on internal and external deliverables. Attend meetings and visit project sites as needed to review projects and meet with clients. Write and edit documents from letters to reports and instructional documents. Maintain electronic filing system by project. Maintain various project logs and project files, using proper naming conventions, and ensuring all pertinent data is current. Proactively analyze and improve processes. Assist in the preparation of written communications in the form of emails and documents to the client, subcontractors or suppliers. Maintain client and vendor contacts, records and other documentation to include access to confidential information. Provide reports related to allocations and task deliverables utilizing Project Management software.

Event Coordination

Book travel and accommodations, create and submit expense reports for travelers. Assist with materials development including coordination of committees or client requests related to agenda or program development. Assist with onsite prep and logistics for meetings and events –onsite travel is required and may be to remote continental locations. Travel for onsite event support is estimated at 2-4 times/year Maintain and order event supplies including organizing and tracking inventory as well as quality control. Ensure all onsite materials are prepared, packed and shipped to events and unpack as received back tracking in inventory post event supplies.

Qualifications & Requirements 3-4 years of event support required, with at least 2 years of corporate, government and/or association experience required (applicants must have more than just social planning experience –"social" meaning weddings and special events) Ability to work on multiple projects and deliverables simultaneously Ability to interact in a professional manner with clients and VIPs to ensure deliverables and solutions are provided for each project, event, task, or deliverable Exceptional organizational skills and attention to detail Ability to grasp new concepts quickly and integrate into day-to-day tasks. Strong attention to detail and highly organized Ability to work under pressure with quick turnaround. Friendly and professional demeanor Willingness to be flexible in working late and working at offsite events Excellent Communication and Customer Service A doer and a driver; this role is part of a hands on, roll up your sleeves and ego free environment. Demonstrated talent for abstract thinking, spotting trends and patterns, an innate curiosity and insight into human behavior, and an instinct for innovation is critical Flexible with change and able to shift gears quickly Proficient in Microsoft Office including Outlook, Word and Excel Knowledge of Asana (Preferred but not Required) Ability to travel domestically to support events as assigned Interested candidates should submit their resume and cover letter to awagner@eighthsq.com This is a remote position.

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