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Event Planning Specialist

2 months ago

Centreville, Virginia, United States CARFAX Full time


Position Overview: Events Coordinator

At CARFAX, we take pride in our mission-driven approach, dedicated to enhancing a brand founded on precision and trustworthiness. Our commitment to our products and customers is paramount. We recognize that our employees are our greatest asset, and we strive to maintain a balanced work-life dynamic while engaging in stimulating projects within a dynamic environment.

As an Events Coordinator, you will play a vital role in assisting our Operations team with the organization and execution of all meetings, events, and conferences for our Dealer Business Unit. Additionally, you will manage various projects assigned by the Manager of Meeting & Events.

Key Responsibilities:
  • Assist in researching and recommending suitable hotels and venues, including site selection, contract negotiations, budget formulation, menu choices, and logistical coordination.
  • Support the creation of cost-effective and well-organized meetings and events, consistently exceeding the expectations of our stakeholders.
  • Help manage daily event budgets efficiently.
  • Oversee vendor deposit schedules and ensure accurate final billing reconciliation.
  • Assist with travel arrangements, including air reservations and ticketing for all meetings and events.
  • Manage the development of meeting and event registrations, track attendee participation, room allocations, and provide necessary reports to vendors.
  • Facilitate the creation and distribution of post-event surveys and analyze feedback from attendees.
  • Perform additional duties and responsibilities that are logically associated with the position.
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 mindset to achieve event objectives.
  • Proficient in creating and designing effective messaging for printed event materials.
  • Strong computer skills, 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 within a team, demonstrating sound judgment and initiative.
  • 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.
Benefits:
  • Competitive salary, comprehensive benefits, and generous time-off policies.
  • Four-day summer work weeks and a winter holiday break.
  • 401(k) / DCPP matching.
  • Annual bonus program.
  • Casual, dog-friendly, and innovative office environment.
About CARFAX:

CARFAX, a part of S&P Global Mobility, empowers millions of individuals daily to shop, buy, service, and sell used cars with confidence through innovative solutions driven by CARFAX vehicle history information. Since 1984, CARFAX has been the expert in vehicle history, offering exclusive services such as CARFAX Used Car Listings, CARFAX Car Care, CARFAX History-Based Value, and the flagship CARFAX Vehicle History Report™. CARFAX maintains the world's largest vehicle history database and is recognized nationally as a top workplace. S&P Global Mobility is a division of S&P Global (NYSE: SPGI), the leading provider of credit ratings, benchmarks, analytics, and workflow solutions in the global capital, commodity, and automotive markets.

CARFAX is an Affirmative Action/Equal Opportunity Employer, committed to providing equal employment opportunities to all individuals regardless of race, color, sex, pregnancy, religion, national origin, age, ancestry, citizenship status, veteran status, military status, disability, sexual orientation, genetic information, or any other status protected by law. CARFAX also provides reasonable accommodations for qualified individuals with disabilities and maintains a drug-free workplace.