What are the responsibilities and job description for the Event Coordinator position at PRA Business Events?
Event Coordinator
PRA is the market-leading business event management firm, delivering unique experiences that move hearts, minds and businesses forward. Blending Passion, Reach and Authenticity, PRA works collaboratively with clients to craft creative, multi-sensory attendee journeys to leave a lasting impression.
This position is based in Nashville and enjoys a hybrid remote/in-office schedule, allowing for flexibility based on our client's needs.
Primary Responsibilities
- Provide support to Experience Designers by assisting with program development, cost preparation and supplier partner communications to obtain and confirm product pricing, availability and reservations
- Produce program summaries/deposit invoices, service agreements, and related correspondence
- Research, develop and maintain business relationships with supplier/partners
- Assist Experience Designers in the continuous development of new products and services and innovative program elements
- Track status of upcoming programs and gather requested program information to assist Event Producers with program elements, such as confirming vendors and Field Staff
- Operation of smaller programs, including communication with clients, scheduling and confirming suppliers, handling costing elements, program close out, etc.
- Assist Event Producers with advancing venues and ability to serve as onsite point of contact for suppliers and Field Staff
- Coordinate Field Staff scheduling, confirming availability as well as updates to Field Staff database
- Assist Event Producers with completion of paperwork including pre-program planning and invoicing
- Provide backup support to Accounting department by assisting with payment tracking and spreadsheet updating
- Maintain Operations Calendar & City-Wide Events Calendar
- assignments such as creating material for Field Staff training sessions, organizing Field Staff appreciation events, sending supplier thank you and gifts, maintain up-to-date transportation partner fleet inventory and pricing grids
Qualifications
- At least one year of work experience in a DMC, incentive travel, event planning company, event venue or related field in an administrative and/or operations capacity preferred, but not required. - Transportation experience preferred, but not required
- Strong computer knowledge including database, Microsoft Office - Word, Excel, PowerPoint, etc.
- Ability to communicate effectively and professionally through email and phone with clients, suppliers, and Field Staff
- Possess proactive and analytical problem-solving skills. - Knowledge of local area attractions, hotels, city streets, parks and other venues
- Ability to work in a team environment
- Ability to work flexible hours; including general office hours, weekends, frequent evenings, and some holidays
- Ability to travel sometimes up to seven (7) days within the region to manage programs
- Ability to work within deadline constraints and set priorities
- Possess a professional manner and appearance when representing PRA
- Ability to perform multiple projects simultaneously and prioritize responsibilities and work assignments
Benefits package includes Medical, Dental, and Vision insurance, Company-sponsored Life Insurance and Short/Long Term Disability Insurance, 401(k) with Match, Parental Leave, Cell Phone and Home Internet Stipends, Paid Vacation, Sick Leave, and Holidays, Pet Insurance, Flexible Spending Accounts, and other optional benefit coverages.
Whether in-person, remote, or hybrid, PRA guides organizations in bringing people together with strategic content, brand engagement and authentic destination experiences. PRA has local teams across the US covering more than 29 top destinations, and a remote execution team who can plan anywhere our clients envision an incomparable meeting or event.
Internally, we have a robust sustainability and social impact program that includes initiatives around carbon reduction, pushing towards zero waste, supporting the American Forest Foundation and ECPAT-USA, working with our supply chain to ensure we have sustainable and diverse suppliers for client events and a focus on equity, diversity and inclusion. Our plans and projects are ongoing and we are excited with the changes we've made and look forward to the continued and increased impact we will have through these programs and initiatives.
Our Corporate and Incentive Program Planning Capabilities Include:
Creative Event Design Production; Local Excursions; Tours; Teambuilding; Offsite Events; Dine Arounds; Digital Hybrid Programming; Health Safety Logistics; CSR Giveback Initiatives; Sustainable Planning Services; Transportation Logistics; Staffing; Content Creation; Graphic Design Branding; Gifting.
Follow PRA on social @PRABusinessEvents and visit www.pra.com for more information.
