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Event Coordination Specialist

2 months ago

Washington, United States Convention Industry Council Full time

Position Overview: The Convention Industry Council is in search of an Event Coordination Specialist. This role is pivotal in facilitating all academic and programmatic gatherings, meetings, conferences, and special occasions for both internal and external stakeholders.

Key Responsibilities:

  • Event Management (60%): Ensure that both scheduled and spontaneous events are meticulously organized and executed, aligning with spatial, logistical, and aesthetic requirements.
  • Lead the planning process for meetings and events, managing venue logistics, catering services, and maintaining effective communication with clients.
  • Support high-profile events, including academic conferences and distinguished speaker series.
  • Oversee all venue rental requests, ensuring fulfillment for both internal and external clients, while generating revenue opportunities.
  • Coordinate with various service departments and external vendors to ensure seamless event execution.
  • Develop and implement a comprehensive strategy for virtual events, managing platforms for high-profile gatherings.
  • Ensure compliance with vendor insurance and licensing requirements.
  • Collaborate with facility operations to maintain the integrity and safety of event spaces.

System Administration (30%):

  • Provide support for meetings and events through effective management of the event management system.
  • Generate reports and analytics to inform event planning and execution.
  • Facilitate regular planning meetings with service providers to ensure all requirements are met.
  • Maintain a preferred vendor list for catering and event services.
  • Manage inventory of shared event resources.

Special Projects and Additional Duties (10%):

  • Assist leadership in developing and maintaining event planning policies.
  • Update content related to events and procedures on the organization’s website.
  • Perform other duties as assigned.

Qualifications:

  • Proficient in managing event scheduling systems, including resource allocation and reporting.
  • Ability to manage multiple events simultaneously and resolve conflicts effectively.
  • Strong relationship-building skills with internal and external clients.
  • Detail-oriented with excellent time management skills.
  • Strong communication skills, capable of engaging with various stakeholders.
  • Familiarity with Microsoft Office and event management software.

Physical Requirements:

  • Ability to stand, sit, and move for extended periods during events.
  • Capability to lift items up to 25 lbs.

Education and Experience:

  • High School Diploma or equivalent.
  • Five years of relevant experience in event management.
  • Preferred: Three or more years of progressively responsible experience in event coordination.