Event Coordinator

Event Coordinator

Job Description

Responsibilities:
The Event Planner is responsible for the day-to-day operations and activity on the conference center floor such as special events, Bank meetings and conferences, and a variety of administrative and logistical responsibilities.
This position is considered intermediate level and performs work of moderate complexity. The incumbent works under general supervision and may take direction from a more senior team member. This job does not have any direct reports.

Primary Responsibilities
Proactively supports the department, and Senior Event
Producers, by answering phones, checking shared email box, handling inquiries for space and checking availability in the Event Management System.
Distributes and responds to inquiries accordingly, and tracks feedback comments for leadership.
Responsible for administrative duties that include, but are not limited to, coordination and distribution of various logistical reports, creating daily room signs, managing supply inventory and ordering, when necessary, etc.
Proactively assists Senior Event Producers with logistical details for larger, and more complex, events, and may serve as a back-up liaison in their absence.
Coordinates pre-event testing for AV and any necessary systems to ensure reliability and comfort level for clients.
Creates event registration portals on request for clients, monitor reports on an ongoing basis, and ensures all guest lists and entry/exit requirements have been conveyed to the Law Enforcement Unit.
Collects presentation materials and digital assets from clients/assist Engagement Team with distribution to appropriate locations in advance of meeting(s).
Provides logistical support ensuring all client requests are met by checking room set-up, audio visual/technology, and catering are set according to department, service, and operational guidelines.
Provides onsite support day of to deliver enhanced customer service for a memorable experience. Drives innovation and enhance client experience by creating a sense of delight and hospitality.
Proactively liaises with partner departments to resolve potential logistical issues in advance, or as they may arise.
Administers hotel and ground transportation contract processes to include obtaining availability, rates, monitoring cut-off dates, assisting with rooming lists.

Qualifications:
Intermediate working knowledge and experience of audio visual equipment, set-up, operation and related systems.
Ability to work independently and as part of a team.
Ability to understand the department, Bank, and client budgetary and expense constraints.
Proficient PC skills with experience using Microsoft Office Suite (Word, Excel, PowerPoint and Outlook).

Experience and Education
Bachelor’s degree in a related field is preferred, or commensurate specialized training.
Minimum 1 year of work experience in Hospitality, Marketing or Communications.

Top 3 hard skills:
Intermediate understanding, knowledge and skills of conference/event planning and client service work related experience.
Strategic thought leadership, organization, time management.
Strong written and oral communication skills.

Top 3 soft skills:
Strong interpersonal skills with a high degree of professionalism.
Demonstrated critical thinking and decision-making abilities.
Must be flexible and have a demonstrated ability to work in a fast-paced environment, and capable of managing multiple priorities.

Notes:
Hybrid - 4 days onsite and 1 day remote based on business needs.

VIVA is an equal opportunity employer. All qualified applicants have an equal opportunity for placement, and all employees have an equal opportunity to develop on the job. This means that VIVA will not discriminate against any employee or qualified applicant on the basis of race, color, religion, sex, sexual orientation, gender identity, national origin, disability or protected veteran status.