Event Coordination Specialist

2 weeks ago


Itasca, Illinois, United States Captive Resources Full time

Position Overview: The role involves the meticulous coordination and facilitation of various events and meetings. Responsibilities include the preparation of promotional materials and registration documentation.

EDUCATIONAL BACKGROUND AND EXPERIENCE: A Bachelor's Degree or equivalent in a relevant field is required, along with a minimum of three (3) years of experience in Event Coordination or a related area. Proven expertise in the meeting, hospitality, or service sectors is essential.

SKILLS AND COMPETENCIES:

  • Collaborative Team Spirit
  • Ability to work independently as well as collaboratively
  • Strong Interpersonal Skills
  • Professional Maturity
  • Established Relationships with Industry Vendors
  • Effective Negotiation and Closing Skills
  • Excellent Written and Verbal Communication Abilities
  • Strong Organizational, Planning, and Prioritization Skills
  • Analytical, Problem-Solving, and Judgment Skills
  • Customer-Centric Approach
  • Commitment to Organizational Values
  • Experience with Budget Management
  • Proficient in Microsoft Office Suite, particularly Word and Excel
  • Willingness to Travel as Required

KEY RESPONSIBILITIES:

  • Oversee daily event and meeting planning, assisting in the coordination of board meetings and workshops; manage all program details including venue arrangements, future meeting site research, and collaboration with hotel properties from contract negotiation to program execution.
  • Stay informed about Travel Industry and Government regulations, collaborating with authorities and transportation carriers to ensure compliance and address any potential issues affecting meetings or travel.
  • Negotiate, review, and draft contracts as necessary.
  • Prepare Requests for Proposals (RFPs) and draft proposals for potential site options.
  • Conduct site inspections as required.
  • Collaborate with hotels on attrition and billing matters.
  • Build and maintain relationships with hotels, airlines, restaurants, Destination Management Companies (DMCs), and travel vendors.
  • Create function sheets and schedules for board documentation, ensuring accurate billing finalization.
  • Develop and review promotional brochures.
  • Monitor room block status and communicate current counts or attrition possibilities to relevant colleagues.
  • Perform additional duties as assigned related to the role.

FOCUS AREAS: Emphasis on Customer Service and Relationship Management, Vendor Relations, Event Planning and Oversight, and a Positive Team Environment.

TRAVEL REQUIREMENTS: This position necessitates travel, both domestically and internationally, ensuring compliance with all local regulations and transportation carrier requirements.



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