Event Operations Coordinator

RTM Business Group

Hybrid in NY, NJ, CT

Full-time

51-200 employees · Market Research

Originally posted June 2024; this is a hybrid, full-time role

RTM Business Group is a professional development conferences and events company working in EdTech, Healthcare, Government, Medical and Banking sectors. We partner with Fortune 1000 companies, catering specifically to the C-suite, providing curated content and peer-to-peer collaboration.

Our events are located in major cities throughout the country – LA, Austin, San Diego, Miami, Orlando, Boston, Chicago, DC, etc..Our team travels together which is a truly unique experience, different from “traditional” work travel, which in turn cultivates interdepartmental relationships and friendships that drive our collaborative culture.

RTM is looking for enthusiastic, positive, and ambitious Event Operations Coordinator to join our Event Operations Team! The ideal candidate loves to travel and meet new people, can simultaneously manage multiple projects, is an excellent communicator and is passionate about professional development/growth. They will manage the various event responsibilities and logistics associated with the planning, coordination, organizing and execution of all meetings and events.

We partner with these major hotel brands - Marriott, Hyatt, Hilton and IHG brands. Part of your role will be planning, communicating and managing group rooming lists and external vendor relationships with these hotel groups. You will be responsible for coordinating with all of our attendees and ensuring all logistical details, including but not limited to, hotel reservations, travel accommodations, meeting interests, etc. You will also collaborate internally with our Production, Delegate Acquisition and Vendor Sales teams to ensure every attendee has the best experience possible with RTM.

This role is Hybrid in NY, NJ and CT with 3 days a week in the office.

Responsibilities:

• Responsible for the planning, coordination and execution of meetings, conferences, seminars, and special events
• Coordinate all phases of event logistics through detailed communication including, but not limited to, meeting room lay-out, room list, transportation, AV equipment rental, event registration, on-site execution etc.
• Travel nationally throughout the year for up to 6 events, 4-5 days per event
• Work with external vendors on A/V, entertainment, lighting, event supplies, and other necessary event inventory
• Create, monitor and manage event timelines and attendee profiles on Airtable
• Work collaboratively with internal teams to produce event collateral, materials and follow-up activities
• Build and maintain relationships with a diverse network of individuals and organizations

• Ability to travel
• Bachelor's degree
• Self-starter, extremely organized and detailed-oriented with a strong commitment to accuracy
• Must be proactive and have the ability to work under pressure
• Balance and prioritize multiple deadlines at once
• Exceptional follow-up and follow-through skills
• Competency with technology and ability to learn new software and applications
• Ability to quickly learn new software and applications
• Professional telephone skills and writing skills for communication with attendees

• Experience with Airtable
• Experience with CVENT
• Experience with Alchemer
• Experience with Adalo
• Prior experience working with group catering/hospitality at any one of the major hotel brands
• 1-2 years of experience in the Hospitality Industry (internship experience qualifies)

• 15 PTO Days
• Flexible/Hybrid work model (work from home and remote opportunities)
• Medical/dental/vision coverage
• 401K after 12 months of employment
• Pre-tax commuter benefits
• Travel to major cities (all expenses paid)
• Opportunity for lateral and vertical movement within the company, inter/intra departmentally

Salary $45,000 Quarterly Bonuses

RTM Business Group, provides equal employment opportunities (EEO) to all employees and applicants for employment without regard to race, color, gender, national origin, age, disability, or any other federal, state, or local protected class.