Briefing Coordinator

Description

We are seeking a highly organized and detail-oriented Briefing Coordinator to join our team. This customer-facing role will be responsible for ensuring the seamless execution of executive briefings and events as well as a great customer experience. You will work closely with our client's Briefing Managers and EBC Enablement Team to coordinate all aspects of pre-event planning and day-of support, ensuring a high-quality experience for all customer attendees.

Please Note: this is a W2 contract position planning to go through Dec 31, 2025 with a chance to extend based on the client's preference. It is an onsite position in Bellevue, WA.

Key Responsibilities

-Pre-Event Coordination:

• Schedule and conduct planning calls with our client's FTE briefing owners to understand event requirements and expectations.
• Coordinate and order catering for each event, ensuring all dietary preferences and requirements are met.
• Create and print agendas using standard templates provided by the company.
• Support speaker coordination by sending calendar invites out to reserve pre-identified speakers for their time slots and locations.`
• Reserve meeting rooms on calendar to block for day of briefing, including needed setup time.
• Assist with slide presentation assembly
• Provide pre-approved dinner, hotel and transportation recommendations when requested.

-Day-Of Support

• Greeting guests and escorting them to their briefing room
• Execute setup/breakdown responsibilities (Place printed agendas, name tags, gifts, etc.) prior to arrival of customers and attendees.
• Provide on-site concierge support during events, addressing any last-minute needs or changes.
• Act as the primary point of contact on the day of the event, ensuring all logistics run smoothly.
• POC for catering or A/V support needs
• Provide escalation assistance to FTE briefing managers should issues arise.

-Additional Duties

• Assist with any other day-of-event tasks as required to ensure a successful and professional experience.
• Maintain a high standard of organization and attention to detail in all event-related activities.

Requirements

-Experience:

• A minimum of 3 years of experience in event coordination.
• Prior experience in event coordination, customer service, or a related field.
• Prior experience working in an executive briefing center or scheduling events with executives strongly preferred.
• Experience working in a corporate environment is a plus.

-Skills

• Strong organizational and time management skills.
• Excellent communication and interpersonal skills.
• Ability to work independently and handle multiple tasks simultaneously.
• Proficiency in Microsoft Office Suite (Outlook, Teams, Word, Excel, PowerPoint).
• Familiarity with scheduling tools and software.

-Attributes

• Executive presence and professionalism in dealing with internal and external clients.
• High level of professionalism and customer service focus.
• Flexibility to work on varying days based on event schedules.
• Ability to anticipate needs and proactively address potential issues.
• Action oriented, sense of urgency for timely completions of tasks on short notice.

-Working Conditions

• This is an on-site, full-time position requiring physical presence at the Executive Briefing Center and other locations in Bellevue, Washington a minimum of three days a week, with 8-hour shifts.
• Onsite workdays will vary on a weekly basis and is based on when briefings are scheduled, and support is needed.
• The majority of briefings occur mid-week on Tuesdays, Wednesdays and Thursdays, but Monday and Friday briefings will occur.
• Ability to lift up to 50 lbs.

Compensation Range: $40-48/hr.

• This pay range is Client-specific for the opening advertised. The identity of the Client will be disclosed if you are selected to move forward in the hiring process.

Benefits

• 75% coverage on employee-only medical and dental plans, with a $0 employee-only medical plan option available.
• Vision – opt-in available
• PTO
• Laptop
• Life Insurance, Disability Insurance, AD&D coverage
• Short-term Disability, Accident, Cancer/Critical Illness, Pet insurance – opt-in available