KEY ROLE EXPECTATIONS
The Assistant Event Coordinator provides essential support to the lead planners within the Event & Program Production team, assisting in the planning, organization, and execution of high-quality events. This role ensures seamless preparation across all program phases, from pre-event planning to on-site support. With a focus on detail, efficiency, and professionalism, the Assistant Event Coordinator plays a key part in delivering memorable, flawlessly executed programs that exceed client expectations.
KEY ROLE RESPONSIBILITIES
Create engaging, high-quality presentations for program vision boards, activities, and other client-facing materials that set the tone for a successful event.
Develop and maintain the comprehensive run of show, ensuring all program elements are organized and documented with precision.Prepare, proof, and finalize rooming lists and name badge lists, ensuring accuracy in attendee details and a streamlined check-in process.Draft clear and thorough attendee departure notices, coordinating all travel-related information to ensure a smooth journey for each participant.Program Registration Website :Gather and curate information to draft the first version of the program registration website, ensuring that every detail reflects the event's goals and provides attendees with a user-friendly experience.
Pull and analyze registration reports, including dietary requirements, activity counts, and name badge lists, providing valuable insights to the planning team.Perform rigorous website testing to confirm information accuracy, user navigation, and functionality, enhancing the attendee registration experience.Program Mailing Preparation :Lead the preparation and proofing of all pre-trip mailing materials, including the Program of Events booklet, personalized itineraries, and arrival information one-pagers, ensuring that attendees receive an accurate and comprehensive package ahead of the program.
Coordinate the design, content, and proofing of hotel confirmation and resort credit inserts, maintaining consistency and clarity in all attendee communications.Oversee the entire printing, packaging, and shipping process for program mailings, meticulously tracking packages to guarantee timely delivery and a seamless start to each attendee's journey.On-Site Preparation :Assemble detailed on-site travel staff binders, providing team members with critical event information, schedules, and logistics for efficient, well-informed support on location.
Coordinate the careful packing and inventory of all on-site materials, ensuring everything is prepared for easy access and smooth operations on program days.KEY ROLE REQUIREMENTS
The ideal Assistant Event Coordinator will have :
Professional Experience : Minimum of 2 years in event planning, administrative support, hospitality, or hotel industry roles, with strong proficiency in Microsoft Office Suite, particularly Excel and Word.Excellent Communication : Clear, concise, and professional written communication with accurate spelling and grammar; strong active listening skills; asks questions to better understand; organizes and presents information according to recipients' needs; proactive, professional, and consistent.High Work Standards : Close attention to detail; triple checks work for accuracy; highly organized; goes above and beyond to deliver 100% client satisfaction; has high standards for quality.Exceptional Accuracy and Precision : Meticulous proofreading and thorough checking for spelling accuracy as well as side by side comparisons to identify and remedy errors in documentsProblem-solving, Resourcefulness, and Adaptability : Finds creative solutions; explores multiple options to solve a challenge or meet a need; is flexible; capable of independently finding information and solutions with little direction; happily adapts to changing priorities.Strong Project Management Skills : Plans strategically; prioritizes and organizes a multitude of tasks to achieve objectives and meet deadlines, even in the face of obstacles; keeps others on track; determines and finds resources needed.Initiative and Motivation : Self-motivated; highly responsive with excellent follow-through and follow-up; anticipates needs of clients and colleagues; don't need reminders to get things done; can nudge others to keep them on task; suggests areas of improvement or innovation and implements solutions.Strong Relationship-Building Skills : Commitment to providing the highest-level of customer service; ability to identify and understand client needs and priorities.Commitment to the Team : Puts group's goals ahead of individual goals; respects and values different working styles .Ability & Willingness to Travel : Flexible schedule to attend and support programs as on-site travel staff when needed, with a strong cultural competency and a background or interest in both domestic and international travel. A valid passport is required.BENEFITS OF THE ROLE
Comprehensive Paid Leave Program : Begin with 25 days of paid time off, including 15 vacation days, 7 paid holidays, 2 volunteer days, and a day off for your birthday.Global Travel & Professional Development : Opportunities to travel and grow professionally within the global event industry.Medical Insurance Coverage : 65% employer-paid and 35% employee-paid premiums on our group plan (employee is responsible for dependent premiums).Employee Assistance Program : Access to counseling and support services for personal and professional well-being.100% Employer-Paid Group Term Life Insurance100% Employer-Paid Short-Term Disability CoveragePaid Parental Leave : 3 months at 100% pay for birthing parents; 6 weeks at 100% pay for non-birthing and adoptive parents (eligibility after one year of employment).Social Impact & Sustainability Participation : Join initiatives that make a positive difference and contribute to sustainability.IATA Membership Benefits : Access exclusive discounts for personal travel through our membership with the International Air Transport Association (IATA).Performance-Based Bonus Potential : Reward opportunities based on individual and team performance.Most benefits begin after 90 days.APPLY FOR THE ROLE
We invite you to submit your resume and respond to this prompt :
Please describe a situation in your personal and professional life where you have lived up to our core value, "Give the World."
Only applicants who provide a response to this prompt will be considered for first-round phone interviews.ABOUT ACHIEVE INCENTIVES & MEETINGS
Achieve Incentives & Meetings designs motivational and meaningful events.
We believe that shared experiences are the most powerful way to celebrate, connect and strengthen teams and professional relationships. Together with our clients and partners, we carefully curate meetings and travel incentive programs around the globe. It is through this work that we achieve the extraordinary : we create more connected workplaces and communities that thrive.
Our team of event and travel specialists have spent over 70 years orchestrating powerful experiences for our clients and their most valued stakeholders. We know our team members are the foundation of our success, and we are intentional about creating a culture that is rooted in respect, collaboration, and appreciation.
Our Values
Our four core values are our guiding principles for how we handle situations, make decisions, and treat one another, our clients, and our partners :
Give the World
We look to everyone to use their unique talents to showcase our excellence in service and hospitality. We don't just meet expectations, we exceed them. We remember the small things because they matter in a big way.
Travel the High Road
We demonstrate integrity in all that we do. We always take responsibility for our performance and are accountable for our actions and decisions. We make the right decisions, not the easy ones.
Weather the Storms Together
We collaborate and communicate openly in the good times and the hard times. We are prepared and seek to solve problems before they arrive, and we build up our teammates and support them.
Find Joy in the Journey
We all have a part to play in making our workplace one that values fun, humor, and happiness. We bring passion and a positive attitude to our work, and we celebrate each other and our joint wins.
When we dedicate ourselves to living and breathing these core values, we ACHIEVE.
