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Event Coordination Specialist II

2 months ago

Pittsburgh, Pennsylvania, United States Thermo Fisher Scientific Full time
Work Schedule
Standard (Mon-Fri)
Environmental Conditions
Office
Job Overview
As an Event Coordination Specialist, you will play a pivotal role in our organization with a focus on two primary areas of responsibility.

1.) Assist the Strategic Meetings and Events Team along with other event units in managing attendees for significant internal gatherings and essential client-facing occasions (commercial meetings, incentive trips, tradeshows, conferences, etc.). You will share the responsibility of supporting the local tradeshow initiative.

Key Responsibilities
Act as a reliable resource for attendee management across the enterprise.

Collaborate with event planners to comprehend business requirements and develop event registration websites using Cvent for each assigned event. You will also coordinate the registration process and assist attendees with their registration inquiries.

Manage hotel room blocks for groups as necessary and oversee reporting to prevent attrition and adhere to budget constraints.

Gather tradeshow badge information for participants and liaise with show management for on-site badge collection.

Develop and implement a standardized method for managing event attendees, enhancing efficiency, and ensuring a consistent and exceptional customer experience across all events.

Engage with tradeshow management firms to ensure adherence to protocols for each event and communicate details to team members.

Coordinate various elements in support of events led by the Strategic Meetings & Events team, including:

  • Air travel and ground transportation arrangements
  • On-site badge processing and registration desk protocols as assigned
  • Year-over-year room block analysis for all assigned groups
  • Auditing final invoices for all attendee-related expenses (room blocks, transportation, airline costs, etc.)
  • Team travel for events and site assessments as required
  • Event logistics coordination
  • Management of attendee databases

Support for Local Show Program
Oversee inventory management of show materials and coordinate shipping to and from local shows for sales representatives as requested through the show management system.

Qualifications
Bachelor's Degree preferred in Marketing, Communications, Event or Meeting Planning within the hospitality sector.
Minimum of 5 years of experience with comprehensive knowledge of the hotel, hospitality, and tradeshow industries.
Experience in large, matrixed organizations is essential.

Skills Required
This role demands meticulous attention to detail to ensure accurate collection and management of attendee information. This includes verifying data, supervising registrations, and addressing attendee inquiries.

Exceptional communication skills are crucial for effective collaboration with attendees, internal teams, and external partners. We seek an outstanding communicator who can convey event details clearly and professionally.

Demonstrate a strong work ethic, high energy, and a positive, proactive attitude, capable of managing diverse personalities and unexpected situations.

Our ideal candidate will exhibit strong administrative capabilities to manage multiple events and timelines concurrently. This includes coordinating registration schedules, dispatching confirmation materials, and overseeing attendee lists.

Customer Experience Focus
Providing exceptional support to event attendees is paramount. You should be responsive to inquiries, promptly address concerns, and ensure a positive experience throughout the registration process.

Team Collaboration
The ideal candidate will be an exceptional team player, able to work collaboratively with colleagues across the organization to ensure flawless event execution and attendee satisfaction.

Technical Skills
Prior experience with event management tools and registration platforms, such as Cvent or similar, is advantageous.

Flexibility and adaptability are key traits, as events may not always proceed as planned. You should be adept at troubleshooting registration issues, resolving attendee queries, and managing last-minute changes effectively in a fast-paced environment.

Event Industry Acumen
A solid understanding of hotel revenue processes and key negotiation opportunities with hotels and external venues, including transportation companies and airline agents, is essential.

Travel Requirements
Willingness to travel at least 30% of the time, particularly during peak seasons, is necessary.

Presentation Skills
Ability to present effectively at all levels, both verbally and in writing, and to articulate the vision and objectives of events to all organizational levels.

Additional Requirements
Demonstrated stamina and willingness to work extended hours and weekends as needed.
Strong project management skills and the ability to manage timelines effectively.

This position does not offer relocation assistance.