Event Coordination Specialist

2 weeks ago

Richardson, Texas, United States Vingcard Full time

We are seeking a skilled and experienced Event Coordination Specialist to join our dynamic team at Vingcard. In this pivotal role, you will be responsible for developing and executing strategies that ensure flawless event experiences, meeting objectives and enhancing participant satisfaction throughout the planning journey.

Key Responsibilities:

  • Collaborate with sales representatives and leadership to pinpoint and assess marketing opportunities that elevate brand visibility, generate leads, and foster revenue growth in targeted markets.
  • Manage all logistical elements, including transportation, equipment arrangements, and scheduling, to guarantee seamless event execution.
  • Create and communicate detailed timelines to steer the planning process, ensuring timely completion of all tasks.
  • Supervise event execution, coordinating with vendors, attendees, and meetings while addressing any issues that may arise.
  • Proactively resolve unforeseen challenges during both planning and execution phases.
  • Ensure all leads are accurately recorded, tagged for tracking, and allocated to the appropriate teams for prompt follow-up. While you may collaborate with other stakeholders on these tasks, you will maintain overall responsibility for lead management and coordination, which may include manual data entry into the CRM.
  • Maintain consistent communication with management, providing updates, gathering feedback, and ensuring alignment with their vision and objectives.
  • Contribute innovative ideas for event themes, decorations, and overall design to enrich event experiences and enhance Vingcard's reputation among target audiences.
  • Engage in pre- and post-event email communications. You may also be called upon to assist or lead special campaigns and projects as necessary.
  • Keep meticulous records of all event-related activities, contracts, and communications for future reference and improvement.
  • Conduct evaluations after events to gather feedback, assess success, and identify areas for enhancement.

An Event Coordination Specialist must possess a unique combination of organizational prowess, creativity, and adaptability to succeed in this role.

Essential Skills and Experience:

  • Self-driven and quick to learn, capable of working independently as well as collaboratively.
  • Ability to juggle multiple projects/events and prioritize effectively.
  • Goal-oriented and reliable.
  • Comfortable in a fast-paced, dynamic environment.
  • Demonstrated reliability, diligence, dedication, and attention to detail.
  • Positive, competitive, and determined mindset.
  • Experience in event planning and trade shows, which may involve physical demands such as lifting and standing for extended periods.
  • Exceptional verbal and written communication skills.
  • Willingness to travel up to 20% of the time during peak seasons, though travel will be minimal.
  • Proficient in Microsoft Office Suite (Word, Excel, PowerPoint).

Preferred Skills and Experience:

  • Familiarity with Adobe Creative Suite (Photoshop, Illustrator, etc.) and a creative skillset.
  • Experience with CRM software (CRM 365 is a plus).
  • Previous experience coordinating events, particularly within the hospitality industry or related sectors.

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