CONFERENCE COORDINATOR

Compass Group USA Inc•New York, NY

35d•$74,000 - $75,000

About The Position

Job Summary: We are seeking a dynamic and detail-oriented Event Coordinator to join our team. This individual will serve as a key liaison between support departments and event hosts, managing all aspects of event coordination to ensure seamless execution. The ideal candidate is organized, proactive, and capable of handling the intricacies of planning events for executive-level and C-suite stakeholders. This position will report directly to the Conference Services Manager and assist with additional tasks as assigned.

Requirements

Proven experience in event planning or coordination, preferably in a corporate setting.
Strong organizational and time-management skills with the ability to handle multiple events simultaneously.
Excellent communication and interpersonal skills, with the ability to interact effectively with all levels of staff, including executives.
Proficiency in event management software and tools is a plus.
Flexibility to work non-standard hours as required by event schedules.
Outstanding customer service skills
Superior verbal and written communication skills
Highly proficiency with Microsoft Office product suite (i.e. Excel, Word, PowerPoint, Outlook)
Experience working in a technical/audiovisual environment.
Ability to work independently, prioritize effectively and make decisions when faced with ambiguity.
Ability to adapt quickly to change and maintain a flexible approach when providing customer support.
Able to remain mobile for extended periods during the work day.
Able to work flexible schedules to include evening and weekend hours.
Must be able to lift 50 pounds.
Work experience with reservation software platforms i.e. EMS
Communications, Event Planning or Hospitality background

Responsibilities

Event Planning and Coordination: Act as the primary liaison between internal teams (e.g., catering, audiovisual, IT, and facilities) to ensure all event needs are met.
Collaborate with event hosts to recommend the best spaces and configurations to meet their needs.
Develop comprehensive run-of-show documents, detailing step-by-step timelines and responsibilities for all event aspects.
Oversee event setup, execution, and breakdown, ensuring all elements align with expectations.
Logistics Management: Coordinate travel arrangements and accommodations for event hosts and VIP attendees as needed.
Manage scheduling and booking for event spaces, ensuring appropriate resources are allocated.
Provide guidance on audiovisual and IT requirements, ensuring all technical needs are addressed in advance.
Stakeholder Engagement: Work closely with executive-level and C-suite employees to ensure their expectations are met with the highest level of professionalism.
Communicate regularly with event hosts to provide updates and gather feedback throughout the planning process.
Problem Solving and Adaptability: Anticipate potential challenges and develop contingency plans to ensure events run smoothly.
Respond to last-minute changes or requests with efficiency and poise.
Additional Responsibilities: Report to the Conference Services Manager and assist with other tasks and projects as needed.
Manage vendor relationships and contracts as required.
Ensure compliance with company policies and safety regulations during all events.
Maintain detailed records of event expenses and budgets.
Assist in post-event evaluations to identify areas for improvement.