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Meeting and Event Management Coordinator
2 months ago
Overview:
We are looking for a meticulous and highly organized Temporary Event Planning Specialist to support the organization and execution of meetings and events for our team and stakeholders. This position entails venue selection, contract negotiations, budget management, and logistical planning to ensure successful and cost-effective events. Key responsibilities include overseeing daily budgets, managing vendor partnerships, coordinating travel arrangements, tracking participant registrations, and evaluating feedback from post-event surveys.
Key Responsibilities:
- Assist in identifying and recommending suitable hotels and venues, including site selection, contract negotiations, budget planning, menu choices, and logistical arrangements.
- Support the creation of efficient, well-organized meetings and events that consistently exceed client expectations.
- Help manage daily event budgets effectively.
- Assist in managing vendor payment schedules and final billing reconciliation.
- Coordinate air travel arrangements and ticketing for all meetings and events.
- Oversee the development of event registrations, monitor attendee numbers, manage room blocks, and provide necessary reports to vendors.
- Facilitate the creation and distribution of post-event surveys and analyze participant feedback.
- Perform additional duties and responsibilities that are logically associated with the role.
Qualifications:
- Willingness to work in the Centreville office four days a week.
- Exceptional organizational skills with a keen eye for detail.
- Ability to prioritize tasks, manage multiple projects, and deliver high-quality results under tight deadlines.
- Innovative and creative approach to achieving event objectives.
- Proficient in crafting effective messaging for printed event materials.
- Strong computer skills are essential, including proficiency in Excel, PowerPoint, Outlook, and Travel Management Software.
- Excellent verbal and written communication abilities.
- Demonstrated commitment to providing outstanding customer service.
- Ability to work independently and collaboratively, demonstrating sound judgment and initiative.
- A minimum of two years of experience in coordinating or planning meetings and special events.
- Willingness to travel up to 10% as required.
- A degree in hospitality or a related field is strongly preferred.
*This is a temporary position.*
