Sr. Event Coordinator

Job Description:

SR. 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 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 meetings.
• 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 the 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.
• Experience with Smartsheet.
• 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 accommodation may be made to enable individuals with disabilities to perform the functions.

• Must be able to remain either in a stationary sitting position for extended periods (such as when working in the office), while also being able to stand and/or move for extended periods (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 filing 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 communicates with others and must be able to exchange accurate information in these situations.
• Frequently uses computers and other electronic equipment.

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. We recognize that to deliver that experience for our clients, we have to deliver it for our own team members as well. Whether you work in one of our offices or virtually, we're committed to supporting your learning and growth by providing opportunities for partnerships, experiences and connections that will accelerate your own success. Together we live out our core values, celebrate each other’s wins, learn lessons from our failures, and pursue excellence together.
Benefits include:

• Medical, dental, vision, and more.
• 401(k) with matching.
• Generous paid time off.
• Flexible and hybrid work schedules.

Our approach has earned us many industry awards over our 30+ year history, including 18 consecutive years on the CMI 25 – North America’s Top 25 Meeting & Incentive Companies.

Join us at Etherio and become part of a team where your work has purpose, your growth is championed, and your results are rewarded. If you're excited to help shape exceptional experiences and build lasting connections, we’d love to meet you.

Etherio is committed to embracing diversity and inclusion in our hiring practices and in experiences as team members. 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.

Welcome Message

Hello, thank you for choosing Etherio! Manage your applications, track progress, and stay updated on opportunities right here.

About Us

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. We recognize that to deliver that experience for our clients, we have to deliver it for our own team members as well. Whether you work in one of our offices or virtually, we're committed to supporting your learning and growth by providing opportunities for partnerships, experiences and connections that will accelerate your own success. Together we live out our core values, celebrate each other’s wins, learn lessons from our failures, and pursue excellence together.