Meeting and Event Coordinator

Job Summary

The Experience Services Meeting and Event Coordinator assist with aspects of the planning and execution of internal tenant’s events including location, room setup, catering, a/v, transportation, and any other event support. They will coordinate the details set-up of the event with the onsite team and event vendors. The Meeting and Event Coordinator is responsible for ensuring exceptional client experiences through proactive communication and high touch hospitality focused service. They must be able to exhibit exceptional customer service and communication skills.

Key Responsibilities

• Demonstrate capability in executing high profile meetings and events with senior executive participation.

• Consult with conference center clients to determine event needs such as space, physical set-up, AV and technical requirements, catering and event support.

• Primary point of contact for conference center clients; responds to all requests in a timely manner.

• Consistently deliver high standards of care during events, exceed client expectations and anticipate needs.

• Manages all operations, functions, and logistics for conference center including scheduling of the conference center using client scheduling software, ordering catering, troubleshooting A/V and other set up issues.

• Collects feedback from business line stakeholders and client attendees to integrate into continuous improvement effort.

• Complete all tasks and projects as directed and ensure timely delivery based on deadlines.

• Engages in a culture of continuous improvement and innovation by adopting and participating in the development of best practices, new tools and other ideas that provide service delivery efficiencies.

• Establish rapport and maintain relationships with events and conference clients.

• Handle all administrative support for the conference center and off-site meetings and events, including but not limited to, preparing cost quotes, presentations, responding to inquiries and requests.

• Provide information and direction to vendors, facilities staff and other service providers as required to ensure excellent coordination and execution of work, with minimal disruption.

• Follow established escalation procedures and incident reporting procedures.

• Other duties, as assigned.

Qualifications

• Associates’s degree and higher, or proven experience as an event planner or organizer.

• 1-3 years of experience in event planning, hospitality or project management, or related field.

• Excellent time management and verbal/written communication skills with the ability to communicate professionally.

• Ability to multi-task in a fast-paced environment.

• Exceptional customer service skills with a passion for hospitality.

• Ability to work with clients at all levels of an organization, including C-suite.

• Requires the willingness and ability to travel as needed.

• May require some nights and weekends.

• Experience in budget planning and ability to stay on budget.

• Proven leadership skills with the ability to manage multiple priorities and deliver results in a fast-paced environment.

• Track record of initiative, integrity, and good judgement.

• Highly collaborative with strong interpersonal skills.

• Proficient skills in Microsoft Office Suite (Excel, Work, PowerPoint, Visio, and Outlook).