Events Coordinator

1 month ago

New York, United States Travel Leaders Group Holdings LLC dba Internova Travel Group Full time
Events Coordinator Job Locations US-Remote Job ID 2024-3115 Division Travel Leaders Corporate # of Openings 1 Max USD $30.83/Hr. Min USD $16.44/Hr. Overview

Your Event Solutions is a multi-award winning global meetings and events company delivering innovative and powerful experiences for the world's biggest brands. We are the meetings and events division of ALTOUR, an Internova Travel Group company. Our parent company, Internova Travel Group, is one of the largest travel services companies in the world.

We are looking for a events coordinator to join our clinical education team dedicated to a global medical device company. The role will work closely with other US-based meeting planners and support team, the client's internal planning team and our clinical education team based in Halifax, UK.

An ideal candidate will have an interest in events as a career, but is also driven by administrative tasks and data management. You will have outstanding attention to detail, be a natural negotiator, have a can-do attitude and excel at multi-tasking. You are friendly, have proficient communication skills and are known for being personable with clients and suppliers alike.

The salary range on this job posting/advertising has been developed to give applicants a wide range to comply with pay transparency laws in all states and geographical areas. Many factors, such as years of experience, geographical location, budget etc. are considered when determining the starting rate of pay. The salary range posted represents the pay range for U.S. candidates. If the job posting indicates that the role is available for international candidate consideration, the salary range will be based on the local market for the country where the candidate would be working.

This role may be eligible for an incentive, commission, bonus, or a discretionary bonus program based on the company's financial goal achievement and individual performance.

Responsibilities
  • Venue Sourcing (Hotel, Restaurant or Special Event Venue): We contract hundreds of events annually for 20-500 attendees. This role will be responsible for researching all sourcing details such as room size, menu, AV, pricing and ultimately contracting the venues.
  • Proposal and RFP support to include image sourcing and destination text etc.
  • Day-to-day operations: file creation, routing documents for signatures, updating documents with contract information, maintain accuracy in meeting management software across all events, reconciling event invoices, budget entry
  • Maintain detailed records and ensure all program data and budgets are accurate and up-to-date
  • Collaborate with internal planning team on weekly calls to review meeting logistics, updating project plan throughout planning process.
  • Manage yearly event calendar
  • Attendee and stakeholder communication, providing information and advice in a professional/consultative manner
  • Daily data entry, running and crosschecking reports in Cvent, Salesforce, Smartsheet and Zoom
  • Coordinate important dates on calendars: deposit due dates, attrition release, rooming list due dates, etc.
  • Ensure event experiences are consistent with the rigorous quality standards of the client
Qualifications
  • 1-3 years of venue sourcing experience
  • Knowledge of SalesForce and Smartsheet is highly preferred
  • Ability to manage multiple programs at one time - this is a high volume, fast paced company
  • Strong verbal and written communications skills, excellent interpersonal skills
  • Ability to manage and prioritize multiple programs/tasks, with a high level of accuracy and attention to detail
  • Strong customer service skills, approaching work with a friendly, energetic, and calm demeanor
  • Ability to manage timelines and set realistic expectations about deadlines
  • Able to work with minimal supervision
  • Strong organizational skills
  • Solutions-based attitude with an aptitude for innovation
  • Proven time management, problem solving and organizational skills
  • Ability to work collaboratively within a team, but also thrive with minimal supervision
  • Position will be 100% remote but occasional office visits to Raleigh, NC are required

Internova Travel Group is an Equal Opportunity Employer. We make employment decisions without regard to age, race, religion, national origin, gender, disability, veteran status, genetic information, sexual orientation and gender identity or any other protected class.

Our benefit offerings include choice of two medical plans and two dental plans, vision insurance, flexible spending accounts (FSAs), company-paid life insurance and AD&D, optional additional life insurance and AD&D, disability insurance, paid parental leave, paid time off, 401k Plan with company match, discounted employee travel options, access to LinkedIn Learning webinars and courses. Discounted pet insurance and auto, home, & renters insurance.

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