SENIOR EVENT COORDINATOR
General Summary
As a Senior Event Coordinator, you will work on a team to establish and maintain procedures to ensure a high level of customer care. This position may work concurrently with multiple meeting management teams and clients.
Essential Functions
- Proficiency with utilizing multiple registration systems.
- Assist with multiple areas of registration projects, including inventory management, badge printing, on-site preparation, reporting, and communication.
- Crosstrain and assist on an as needed basis for all clients.
- Develop client/meeting timeline with input from project lead.
- Maintain and report on timeline and action items.
- Set up, maintain, and distribute client meeting conference call agendas, minutes, and communications.
- Research and contact potential suppliers to support event(s).
- Research and gather estimates for budget planning and development.
- Review contracts from suppliers and provide input to project lead.
- Collect and maintain board/VIP communications and travel arrangements.
- Manage special events hosted during meeting.
- Manage and coordinate conference speakers.
- Work with Exhibit/Sponsor Manager on logistics and communications.
- Accurately enter and maintain data to ensure accuracy and consistency of information.
- Follow-up with registrants regarding outstanding payments pre- and post-event.
- Produce auditable results by processing credit card transactions and applying check payments accurately and efficiently.
- Provide reconciliation reports and work with Accounting Department to generate invoices.
- Maintain compliance with Payment Card Industry (PCI) policies and procedures.
- Other duties as assigned.
Minimum And Preferred Qualifications
- Bachelor’s degree and 1- 2 years of hospitality or meeting planning experience.
- 1-2 years of customer service or meeting management related experience.
- Experience with data management or registration in Cvent, Stova(Aventri), or similar registration buildout platforms.
- Strong organizational skills and ability to multi-task and prioritize.
- Positive attitude and self-motivated.
- Strong written and verbal communication and interpersonal skills.
- Ability to interact well with internal and external clients.
- Project management and leadership skills.
- Proficiency in Microsoft Office Suite.
WORKPLACE LOCATION REQUIREMENTS
We operate as a Hybrid work environment, working as a combination of remote and in-office presence, as well as the possibility of being onsite at client and/or event locations.
Travel Requirements
Ability to travel at least 25%.
Scheduling Requirements
Requires flexibility in scheduling, such as the ability to work evenings and weekends to meet client, event, or company needs.
Essential Physical Functions And Work Environment
The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this position. Reasonable accommodations may be made to enable individuals with disabilities to perform the functions.
- Must be able to remain either in a stationary position most of the time (such as when working in the office), while also being able to stand and/or move for the majority of the time (such as when executing events onsite).
- Need to lift, carry, push, or drag boxes or equipment up to 30 lbs.
- Frequently moves inside the office to access file cabinets, office machinery, etc.
- Need to adapt and function in various physical settings (for example, conference centers, indoor and outdoor spaces).
- Occasionally required to position self in a stooping, kneeling, or crouching manner.
- Frequently required to use hands or fingers, handle or feel objects, tools, machinery, and computers.
- Frequently communicates with others and must be able to exchange accurate information in these situations.
- Frequently operates a computer and other electronic equipment.
- The noise level in the office work environment is usually low to moderate, while event environments may be moderate to noisy.
- Ability to sit at a desk for long periods of time.
The above statements are intended to describe the general nature and level of work being performed by individuals assigned to this position. They are not intended to be an exhaustive list of all duties, responsibilities, and skills required of personnel so classified. Etherio retains the right to change or assign other duties to this position.
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About Etherio
At Etherio, we have a purpose that drives all we do: We create meaningful partnerships, experiences, and connections that fuel growth and accelerate success for our clients and those they impact. Every day, we deliver creative, customer-focused solutions for our corporate and association clients - one meeting, event, or membership experience at a time.
Whether in-person, virtual, or hybrid, we’re redefining event experiences. We’re also advancing the stories of a diverse set of local, national, and global associations and nonprofits. In everything we do, we start with understanding our clients’ “why.” Because we know that it’s not so much what they do, but why they do it that compels people to embrace and engage with products, organizations, and brands. We create value for our customers by delivering solutions that power relationships at scale.
Etherio nurtures and deepens the capabilities of our people. Here, we live our Core Values every day. Whether you work in our office or another location, we're also committed to your learning and growth. Our goal is for you to feel empowered to work out loud with a diverse team of professionals who are learners and teachers together, enhancing each other's strengths. Our pace of work supports fast learning and freedom to think big.
Joining our team comes with perks that support you in your personal and professional journey. Benefits include:
- Medical, dental, vision, and more.
- 401(k) with matching.
- Generous paid time off.
- Flexible and hybrid work schedules.
Our approach has scored us many industry awards over our 30-year history, including 17 consecutive years on the CMI 25 – North America’s Top 25 Meeting & Incentive Companies. As leaders in the industry, we're always exploring new ways to solve challenges for our clients.
Etherio is committed to embracing diversity and inclusion in our hiring practices and in experiences as Etherio employees.
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Etherio is an equal opportunity employer. We believe that the most effective way to invite and retain a diverse workforce is to build an enduring culture of inclusion and belonging. The Firm does not discriminate in employment because of race, creed, national origin, religion, age, color, sex, marital status, sexual orientation, gender identity, disability, citizenship status or protected veteran status, or any other characteristic protected by local, state, or federal laws, rules, or regulations. If you would like to contact us regarding the accessibility of our website or need assistance completing the application process, please contact hr@etherio.com.
