Event Coordinator - Corporate Events

Northpointe Staffing Professionals; Utah; Remote; USD 65,000 - 75,000; Full time

Job summary

An innovative firm is seeking an Event Planning Coordinator to manage logistics for medical education events. This role involves intricate planning, budget management, and coordination with various stakeholders to ensure events run smoothly and meet client expectations. The ideal candidate will thrive in a fast-paced environment, possess excellent organizational and communication skills, and demonstrate a positive, team-oriented attitude. If you're passionate about event planning and eager to contribute to a dynamic team, this opportunity is perfect for you!

Qualifications

• 1-2 years experience in event planning or related area preferred.
• Proficiency in MS Office, especially Excel for financial calculations.
• Strong analytical skills and attention to detail essential.

Responsibilities

• Manage logistics for medical education events from start to finish.
• Coordinate with vendors and ensure compliance with client requirements.
• Handle budget management and maintain communication with stakeholders.

Skills

Event Planning

Database Management

Budget Management

Communication Skills

Customer Service

Organizational Skills

Attention to Detail

MS Office Proficiency

Problem-Solving Skills

Education

High School Diploma

College Degree

Tools

MS Office

Gmail

Job description

Hours: 7.5hrs/day

Schedule: 8:30 AM - 5:00 PM PST

Role is Remote

General Purpose/Summary of Job:

The Event Planning Coordinator will be responsible for executing logistics for medical education events and ensuring that our commitments are met on-schedule and within budget. In addition, Event Planning Coordinators are also responsible for:

• Performing a variety of intricate planning tasks related to identifying and scheduling ALL aspects of the event including Location, Guest Speakers, Food, Equipment, Speaker Travel needs and more. Maintaining consistent communication with sales representatives, faculty, and internal staff throughout the meeting planning process. This position coordinates the events from start to finish and post event reconciliation.

Primary Duties and Responsibilities:

• Database management - manage promotional educational programs within our proprietary events management platform
• Budget management - assisting customer representatives within their program planning budget to ensure they meet client business rules and guidelines
• Selection or confirmation of venue, menu, audiovisual, and air/ground transportation arrangements.
• Coordinate payment with venues/caterers and any other vendors.
• Frequent daily communication with sales representatives and faculty as needed.
• Review all venue contracts for accuracy/ensure client compliance requirements are met.
• Ensuring all meeting materials are complete and accurate.
• Work closely with other team members to ensure successful execution of meetings
• Adherence to various policies (i.e., confidentiality, sensitive communication, intellectual property)
• Effectively manage high volume of meetings while also responding to emails and phone calls
• Must be available to cover after-hours phone line 5pm-midnight on a rotated basis (weeks selected by coordinator)

Competency Requirements:

• Positive attitude at all times and the ability to work with a team and maintain a “Whatever it Takes” attitude
• Ability to boost team morale
• Ability to take constructive feedback and adjust in order to progress forward
• Ability to communicate clearly with management via email or in person
• Excellent interpersonal, customer service and organizational skills
• Exceptional attention to detail
• Professional and clear oral and written communication AND etiquette skills to successfully manage high phone and email volume
• Demonstrate ability to work in a fast-paced environment, changing planning activities and/or multitasking often to meet fluctuating client/company priorities
• Ability to take on additional ad hoc tasks as needed to support the team without complaint
• Ability to work flexible schedules and/or extended hours to meet clients’ business needs
• Ability to maintain productivity while performing repetitive planning tasks every day
• Proficiency in MS-Office, Word, Excel (e.g., financial calculations, pivot tables, VLOOKUP’s) and Gmail preferred
• Basic Math and Spelling proficiency
• Ability to work and thrive in a team atmosphere

Education/Skills Experience Desired:

• High School or equivalent
• College Degree Preferred
• 1-2 years’ experience in field or related area preferred but not required
• Great for individuals with a Sales, Hospitality, or Customer Service background
• Must be a go getter and very personable at the same having patience with the process
• Possess strong analytical and problem-solving skills

Seniority level

• Seniority level

  Entry level

Employment type

• Employment type

  Temporary

Job function

• Job function

  Customer Service

• Industries

  Events Services

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