Meeting Event Coordinator at Maritz LLC

Meeting Event Coordinator

Virtual

Full time

EXCITED TO GROW YOUR CAREER? WE’RE GLAD YOU’RE HERE!

Supports the Meeting Management/Planning Team (including but not limited to Meeting Event Managers (MEMs), Account Managers, Operations Managers and Directors) for assigned program deliverables. Works directly with them to develop and adhere to project timeline. Acts as primary liaison for management of support departments per assigned program.

Scope

The scope of this position is dependent upon assigned account/programs. Will vary from client to client and program to program.

No direct reports.

No budgetary responsibility.

Reporting and Working Relationships

Reports to Director or Manager of Operations. Working relationships with MEMs and internal departments including but not limited to Creative, Technology, Sourcing, and internal and external clients and vendors.

Primary Responsibilities

40%

Meets deadlines as established by MEMs/clients.Creates and monitors hotel block and communicates updates to team. Builds and manages all inventory (activities and/or meetings) and report information. Recommends specific needs/fields to be included on web site prior to web building. Performs quality control check on websites prior to going live and communicates challenges to Web Manager. Creates and maintains documents and spreadsheets for assigned programs as needed. Ensures quality and accuracy of Banquet Event Orders (BEOs) against itinerary/working agenda. Manages speaker/sponsor accommodations & transportation. Manages VIP special requests & registration/accommodation assignments.Acts as liaison for client contact when MEM is not available or may manage small events on own. Manages attendees. May assist in credit card reconciliation.

20%

Creates and manages reporting timeline. Manages reporting for events and congresses. Reviews program detail reports from program management system for accuracy. Creates and delivers custom reports to client, if applicable. Manage the creation of custom forms per program, i.e. sign-in sheets, breakout schedules, etc.Maintains accurate records, data input, and complete file management.

20%

Participates in client meetings and conference calls to provide updates on registration data. Attends and participates in operational turnover and internal meetings to capture pertinent information: including timelines, reporting needs and contact information. Participates in meetings one week prior to program operation by providing updates on assigned tasks. Actively contributes to improve inter-departmental processes, systems and communications.

20%

Responsible for scheduling and managing project mailings assuring all pieces are ready.Produces name badges, labels and tent cards. Orders and verifies program/event supplies. Ships program/event materials including travel director packets and forward tracking information to MEM.May assist, greet and direct participants onsite at event. Manage administration of documents and SOP’s for access to team. Assist with on-boarding of new employees as requested.

Qualifications

1. Bachelor degree or 2 years of equivalent business experience required. Hospitality-related degree a plus.

2. 6 to 12 months of previous event coordination experience desired.

3. Proven organizational skills.

4. Ability to handle multiple demands.

5. Excellent computer skills, knowledge of Microsoft Office tools & ability to learn new technology quickly.

6. Ability to analyze and manipulate data and create custom reports.

7. Strong interpersonal communication & customer service skills.

DISCLAIMER: This job description is designed to indicate the general nature and level of work performed by associates within this classification. It is not designed to confirm or be interpreted as a comprehensive summary of all duties, responsibilities and qualifications required of associates assigned to this job.

Maritz offers a comprehensive benefits package for full-time employees including medical, dental, vision, life insurance, disability, 401k, tuition reimbursement, paid time off, and more! Part-time employees may qualify for medical, 401k, and paid time off depending on total hours worked. View all details at www.MaritzBenefits.com.

Maritz will only employ applicants who have authorization to work permanently in the U.S. This is not a position for which sponsorship will be provided. Those who need sponsorship for work authorization now or in the future are not eligible for hire. No calls or agencies please.