Meeting and Events Coordinator, Experienced

Your Role

We are looking for a highly organized, detail-oriented, and self-driven team member to join our Enterprise Meetings and Events team under Internal Communications. Focusing on event administrative support , you'll serve as the glue for the meetings and events team by ensuring key players across the organization understand all relevant information related to production timelines, logistics, and content; balancing big-picture thinking with day-to-day details.

The success of this highly visible position relies on strong communication skills, organizational skills, time management, relationship development and a proven track record of balancing multiple projects at once. This role reports to the meetings and events manager but supports the entire Enterprise Meetings & Events department.

Your Work

In this role, you will:

• Assist with arranging event logistics, including but not limited to: reserving meeting space and scheduling IT and AV support; coordination of supplies, catering, setup, shipping, clean up, and event volunteers
• Support in the creation and management of written and visual event content deliverables that inspire and align employees around our mission (i.e. Event Invitations, internal websites)
• Communicate with third parties/vendors, executive assistants and C-suite executives, in support of meetings and events. Manage event holds on executives calendars and track for teams awareness
• Manage takeaways from team meetings: clearly define and document next steps, assignments, and timelines to drive towards task completion.
• Support project leads in tracking project performance, meeting and event timelines, costs within Excel and our project management tool (Monday.com)
• Manage enterprise-wide event calendar in Monday.com and monitor shared email accounts within Outlook, routing requests appropriately and ensuring timely responses
• Provide general event team administrative support as needed
• Play an event production support role leading up to and at in-person enterprise events and department meetings
• Proactively identify opportunities for improvement and identifies ways to address them to optimize team workflow
• Create and maintain event documentation, including (but not limited to) process documents, surveys and timelines
• Collects, analyzes, and inputs data from post-event key performance indicators (KPIs)
• Support event materials development through light copywriting and proofreading

Your Knowledge and Experience

• Requires a bachelor's degree or equivalent experience
• Requires a minimum of 3 years of experience in administrative support, project management or event coordination (meeting/event planning experience a plus)
• Requires strong calendar-management experience
• Requires strong administrative, time management and problem-solving skills: attention to detail, ability to work under pressure, execute with minimal guidance and manage time within a consistently shifting workflow
• Requires excellent interpersonal skills; ability to work well with differing levels of leadership and staff; comfortable with ambiguity
• Requires experience with MS Office toolset (Outlook, Word, Excel and PowerPoint)
• Requires the ability to move 10-25 lbs
• Writing/editing experience preferred
• Knowledge of the functionality of Qualtrics, Monday.com, WebEx and Microsoft Teams platforms preferred