Meeting and Events Coordinator

3 weeks ago

Boston, United States CORESTAFF Services Full time

Exciting opportunity for an established client of ours

This position is onsite in Boston,MA

Temporary Contract Role from 1-3 months possibly longer

Must have experience with Cvent or be highly proficient with Excel



Want to apply Read all the information about this position below, then hit the apply button.

Job Description

Provide support to Senior Conference Planners in the planning and execution of over 650 meetings/events annually.

Provide support to Senior Conference Planners in the planning and execution of over 650 meetings/events annually.

DUTIES / RESPONSIBILITIES / ESSENTIAL FUNCTIONS:

  • CVent Attendee Management Tool:
  • Responsible for building and maintaining the on-line registration site, which is used in conjunction with conferences (evite text, master invitee lists, links to hotel page)
  • Responsible for building meeting profiles, manages invitee lists, rooming lists and transportation manifests
  • Tracks the registrations, updates the Conference Planners and Group Travel Generates daily reports on current conferences to update internal clients
  • Responsible for ensuring we have received Compliance/Firm approval
  • At the conclusion of each conference, generates the final attending report

Meeting Collateral:

  • Responsible for maintaining inventory of all materials necessary for conferences, i.e. ticket packets, luggage tags, name badge stock,envelopes, tent cards, amenity cards, pads and pens
  • Prepares and produces personalized client mailings which include save the dates, conference invitations, welcome letters, thank you letters and transportation departure confirmations
  • Prepares and works with Xerox to print meeting specific booklets used in customized ticket mailings and welcome packets.
  • Downloads address information from CVent attendee management tool to FedEx machine and prints labels.
  • Creates covers and rosters for presentation books prepares name badges, tent cards, invitations, place cards, menu cards and other requested meeting materials for events and dinners.
  • Orders all necessary meeting literature

Meeting Support:

  • Provides on-site support during conferences as needed, i.e. registration desk staffing, loading group transportation and meet/greet clients.
  • Responsible for organizing, packing and timely delivery of all meeting materials to off-site conference locations.
  • Supports client visits to all sites.

EDUCATION:

  • Bachelor’s Degree preferred

QUALIFICATIONS:

  • Previous administrative and/or project management experience required
  • Requires a motivated individual with strong organizational skills and careful attention to detail
  • Strong interpersonal skills and the ability to work with multiple team members
  • Experience with scheduling software (ie. CVent Tool) preferred

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