Event Coordination Specialist

2 weeks ago

Fairfax, Virginia, United States Spargo Inc Full time
Job Overview

Position: Event Coordination Specialist

Work Arrangement: Hybrid - Flexible Work from Home

Company: SPARGO, Inc. is a comprehensive event management firm, providing a range of services that facilitate the organization of trade shows, conventions, conferences, symposiums, and seminars.

Employee Benefits:

  • Relaxed Work Environment
  • Fully Covered Medical Insurance (with multiple plan options), Dental and Vision for Employees
  • Flexible Spending Account (FSA) or Health Savings Account (HSA) available
  • Comprehensive Company-Paid Life and AD&D Insurance
  • Long-Term Disability Insurance Fully Covered by the Company
  • AFLAC Options Available
  • Retirement Savings Plan (401(k))
  • Paid Sick Leave and Vacation Time

Position Summary:

The Event Coordination Specialist will be responsible for managing various assigned meetings. The ideal candidate should possess a keen attention to detail, be proactive, and demonstrate the ability to work both independently and collaboratively. Strong organizational and communication skills are essential. This role reports to the Associate Director of Meeting Logistics or the Senior Meetings Manager.

Key Responsibilities:

  1. Oversee and implement all aspects of meeting planning for assigned events with up to 500 participants, including budget management and invoice reconciliation; venue and vendor coordination; layout planning and managing space requests; and reviewing event orders and plans from the venue.
  2. Provide logistical support for larger events as needed.
  3. Maintain regular communication with clients, venues, and vendors through various channels including email, conference calls, and in-person meetings.
  4. Develop and adhere to detailed planning timelines.
  5. Create comprehensive and precise meeting specifications and other necessary documentation for effective planning and execution of assigned events.
  6. Travel as required for site inspections and on-site event management.
  7. Assist in training Meeting Coordinators.
  8. Perform additional duties as assigned.

Qualifications:

  1. Proficient in Microsoft Office Suite (Word, Excel, Outlook, PowerPoint). Familiarity with database management (Access preferred) is advantageous.
  2. Exceptional interpersonal, organizational, and communication skills, with a strong ability to work independently and collaboratively; adept at managing multiple tasks in a fast-paced environment; capable of monitoring and reporting on deliverables effectively; and maintaining a positive and productive demeanor in challenging situations.
  3. Meticulous work habits with a focus on detail in composing, editing, and proofreading materials; advanced business writing skills; and sound judgment and discretion with sensitive information.
  4. Demonstrated tact and diplomacy in interactions with individuals at all levels, both internally and externally.
  5. Ability to identify potential conflicts and challenges, knowing when to escalate issues to a supervisor.

Education and Experience:

  1. Bachelor's degree preferred.
  2. A minimum of two years of experience in planning, negotiating, coordinating, and executing corporate or association meetings for up to 500 attendees, or a degree in Tourism and Events Management with one year of relevant experience.
  3. Proven experience managing multiple events simultaneously.
  4. Experience with associations is preferred.
  5. Familiarity with medical meetings is a plus.

Travel Requirements: Approximately 20%. Travel may include early mornings, evenings, and weekends during site visits and event execution, as well as extended hours during peak planning periods.

FLSA Status: Non-Exempt

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