Business Development and Marketing

Meeting and Events Coordinator

Friedman Williams

Meeting and Events Coordinator

Job ID: 16174

JOB PURPOSE: This firm is seeking a Coordinator to assist its Meeting and Events team within the marketing department. This position will provide substantive logistical support for firm events, including the coordination of external projects and ownership of internal operational needs. The Meeting & Event Coordinator, as part of the Events Team, helps ensure that all events, their planning and execution are carried out in support of the firm’s overall brand and internal Strategic Plan.

ESSENTIAL FUNCTIONS

Event Administrative Assistance:

• Submit event-related expenses for approval and payment

• Prepare, maintain and balance the monthly Marketing credit card account

• Process vendor payments via the firm’s expense management system

Event Preparation and Support:

• Project manage day-to-day event logistics:

• Create and organize name tags, and manage the applications and hardware to

• produce on demand printing of name tags

• prepare and coordinate signage

• procure event materials, to include the creation of QR codes for ecofriendly alternative materials

• track RSVPs utilizing the firm’s CRM system and produce reports in various formats

• support contact research for target event list creation

• manage the Firm Events calendar on the Firm intranet

• maintain relationships with vendors

• design and maintain a process for tracking and utilizing the event and sponsorship

• exhibition materials, including instructions, checklists and set-up diagrams

• coordinate the packing and shipping of same

Event Coverage and Execution:

• With training, independently manage and attend small-scale firm events, ensuring all facets of the event run smoothly

• As needed, assist the Events Manager and/or Director with the execution of large-scale events

• Help with social media engagement related to event attendance and presentations

• Assist or independently manage virtual events using Zoom platform. This includes facilitating interactive elements of the event such as breakout rooms, polling and whiteboards

Conference Preparation:

• Support our business development and client relations team members in preparing for in person conferences:

• coordinate the assembly and delivery of event exhibit materials and supplies

• research and prepare event “dossier” on conference and host city to help facilitate client entertainment

• research and recommend restaurants and other client entertainment options, as well as secure reservations

Company Branded Giveaway Store:

• Manage and further develop the Company Branded Giveaway Store

• Work with vendor and internal decision makers on product selection, proofing review and approvals, and ensure adequate and appropriate stock is presented

• Review Company Store analytics on usage and share ideas for store and product improvements

• Continually streamline the process for ordering and distribution of inventory items

KNOWLEDGE AND SKILLS REQUIRED

• Advanced fluency in Microsoft Office suite

• Strong written and oral communication skills

• Must be extremely organized and able to multi-task and manage competing priorities

• Ability to produce quality work under deadlines while maintaining a professional and positive demeanor

EDUCATIONAL AND EXPERIENCE REQUIREMENTS

• Bachelor’s degree

• A concentration in marketing or hospitality is a plus

• 2 to 3 years of professional administrative experience

• Experience with InterAction or similar CRM database a plus

PHYSICAL DEMANDS OF POSITION

Work is performed in a professional office environment and requires the following during the work day:

• Must be able to remain in a stationary position for long periods of time (working at a computer)

• Repetitive movement (i.e. heavy computer/keyboard use)

• May require occasional light lifting (files, copy paper, etc.)

• Setting up and breaking down events organized by the department

In addition to the essential functions outlined above:

• Individual in this position will provide additional assistance and support as directed by their supervisor

• This job description is subject to change at any time

Tagged as: Meeting and Events Coordinator