conference coordinator

Salary: $74000/Yr-$75000/Yr

Other Forms of Compensation:  

Rapport is a specialized division of FLIK Hospitality Group focused on all aspects of guest and employee services, meeting and event planning and conference center management. Distinct from recruitment agencies, we do not engage in temporary contracts. Our commitment is to foster long-term career development, allowing ambassadors to enjoy the comprehensive benefits of working directly with us.

Rapport invests in all of its ambassadors, allowing them to attain their career aspirations. It starts with a warm welcome to our business, followed by an individual training and development program. You'll be encouraged to become the very best you can be throughout your career here, and will be provided with the skills to step into your next big role.

Becoming a Rapport ambassador means becoming part of a global community, collaborating with diverse talents, sharing ideas, and experiencing a workplace culture that extends beyond local boundaries. Your journey with us is more than just a job: it's a meaningful career.

Job Summary

Job Summary:

We are seeking a dynamic and detail-oriented Event Coordinator to join our team. This individual will serve as a key liaison between support departments and event hosts, managing all aspects of event coordination to ensure seamless execution. The ideal candidate is organized, proactive, and capable of handling the intricacies of planning events for executive-level and C-suite stakeholders. This position will report directly to the Conference Services Manager and assist with additional tasks as assigned.

Job Responsibilities 
Event Planning and Coordination:

•Act as the primary liaison between internal teams (e.g., catering, audiovisual, IT, and facilities) to ensure all event needs are met.

•Collaborate with event hosts to recommend the best spaces and configurations to meet their needs.

•Develop comprehensive run-of-show documents, detailing step-by-step timelines and responsibilities for all event aspects.

•Oversee event setup, execution, and breakdown, ensuring all elements align with expectations.

Logistics Management:

•Coordinate travel arrangements and accommodations for event hosts and VIP attendees as needed.

•Manage scheduling and booking for event spaces, ensuring appropriate resources are allocated.

•Provide guidance on audiovisual and IT requirements, ensuring all technical needs are addressed in advance.

Stakeholder Engagement:

•Work closely with executive-level and C-suite employees to ensure their expectations are met with the highest level of professionalism.

•Communicate regularly with event hosts to provide updates and gather feedback throughout the planning process.
Problem Solving and Adaptability:

•Anticipate potential challenges and develop contingency plans to ensure events run smoothly.

•Respond to last-minute changes or requests with efficiency and poise.

Additional Responsibilities:

•Report to the Conference Services Manager and assist with other tasks and projects as needed.

•Manage vendor relationships and contracts as required.

•Ensure compliance with company policies and safety regulations during all events.

•Maintain detailed records of event expenses and budgets.

•Assist in post-event evaluations to identify areas for improvement.

Qualifications:

•Proven experience in event planning or coordination, preferably in a corporate setting.

•Strong organizational and time-management skills with the ability to handle multiple events simultaneously.

•Excellent communication and interpersonal skills, with the ability to interact effectively with all levels of staff, including executives.

•Proficiency in event management software and tools is a plus.

•Flexibility to work non-standard hours as required by event schedules.

Key Competencies:

•Outstanding customer service skills

•Superior verbal and written communication skills

•Highly proficiency with Microsoft Office product suite (i.e. Excel, Word, PowerPoint, Outlook)

•Experience working in a technical/audiovisual environment.

•Ability to work independently, prioritize effectively and make decisions when faced with ambiguity.

•Ability to adapt quickly to change and maintain a flexible approach when providing customer support.

•Able to remain mobile for extended periods during the work day.

•Able to work flexible schedules to include evening and weekend hours.

•Must be able to lift 50 pounds.

•Work experience with reservation software platforms i.e. EMS

•Communications, Event Planning or Hospitality background

Apply to Rapport today

Rapport is a specialized division of FLIK Hospitality Group and a member of Compass Group USA

Click here to Learn More about the Compass Story

Compass Group is an equal opportunity employer.  At Compass, we are committed to treating all Applicants and Associates fairly based on their abilities, achievements, and experience without regard to race, national origin, sex, age, disability, veteran status, sexual orientation, gender identity, or any other classification protected by law.

Qualified candidates must be able to perform the essential functions of this position satisfactorily with or without a reasonable accommodation. Disclaimer: this job post is not necessarily an exhaustive list of all essential responsibilities, skills, tasks, or requirements associated with this position. While this is intended to be an accurate reflection of the position posted, the Company reserves the right to modify or change the essential functions of the job based on business necessity. We will consider for employment all qualified applicants, including those with a criminal history (including relevant driving history), in a manner consistent with all applicable federal, state, and local laws, including the City of Los Angeles' Fair Chance Initiative for Hiring Ordinance, the San Francisco Fair Chance Ordinance, and the New York Fair Chance Act. 

Applications are accepted on an ongoing basis. 

Rapport maintains a drug-free workplace.

Associates in Rapport are offered many fantastic benefits.

Medical DentalVisionLife Insurance/ ADDisability InsuranceRetirement PlanPaid Time OffHoliday Time Off (varies by site/state)Associate Shopping ProgramHealth and Wellness ProgramsDiscount MarketplaceIdentity Theft ProtectionPet InsuranceCommuter BenefitsEmployee Assistance ProgramFlexible Spending Accounts (FSAs)Paid Parental LeavePersonal Leave

Associates may also be eligible for paid and/or unpaid time off benefits in accordance with applicable federal, state, and local laws. For positions in Washington State, Maryland, or to be performed Remotely, click here for paid time off benefits information

Req ID:

Rapport a specialized division of FLIK Hospitality Group

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