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Event Planning Specialist

2 months ago

Centreville, Virginia, United States CARFAX Full time
Join the CARFAX Team as an Events Coordinator

At CARFAX, we take pride in our mission to support consumers in making informed decisions. Our commitment to accuracy and integrity drives everything we do, and we believe our employees are our greatest asset.

About the Role:
As an Events Coordinator, you will play a vital role in assisting our Operations team with the organization and execution of various meetings, events, and conferences for our Dealer Business Unit. Your contributions will help foster collaboration and teamwork within our organization.

Key Responsibilities:
  • Assist in researching and recommending suitable hotels and venues, including site selection, contract negotiations, budget planning, menu choices, and logistical arrangements.
  • Support the creation of cost-effective and well-organized meetings and events that exceed expectations.
  • Manage daily event budgets and vendor deposit schedules, ensuring accurate final billing reconciliation.
  • Coordinate air travel arrangements for all meetings, conferences, and events.
  • Oversee the development of meeting and event registrations, tracking attendees and room blocks while providing necessary reports to vendors.
  • Facilitate the creation and distribution of post-event surveys and analyze attendee feedback.
  • Perform additional duties and responsibilities as needed, aligned with the role.

Qualifications:
  • Willingness to work in the Centreville office four days a week.
  • Exceptional organizational skills with a keen attention to detail.
  • Ability to prioritize tasks, manage multiple projects, and deliver high-quality results under tight deadlines.
  • Innovative and creative approach to achieving event objectives.
  • Proficiency in creating effective messaging for printed event materials.
  • Strong computer skills, including 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 within a team, exercising good judgment and initiative.
  • A minimum of two years of experience in coordinating or planning meetings and special events.
  • Willingness to travel up to 10% of the time.
  • A degree in hospitality or a related field is strongly preferred.

What We Offer:
At CARFAX, we provide competitive compensation, comprehensive benefits, and generous time-off policies. Enjoy 4-day summer work weeks and a winter holiday break, along with a 401(k) matching program and an annual bonus structure. Our casual, dog-friendly office environment has been recognized as one of the best places to work in Virginia and beyond.