Conference Operations Coordinator

Viticus Group•Las Vegas, NV

1d•Onsite

About The Position

The Conference Operations Coordinator – Housing is responsible for supporting the Operations Department with successfully organizing Viticus Group events. This position will support the Operations Team with several administrative duties. This position requires the ability to work flexible hours according to business needs to include evenings and weekends, if necessary.

Requirements

3–5 years of experience in event planning, conferences, or tradeshows.
Non-profit or association experience highly desirable.
Experience working in a fast-paced environment with multiple priorities and deadlines.
Proven experience supporting cross-functional teams and external partners.
Demonstrated success in customer service and client relationship management.
Highly organized and detail-oriented.
Excellent time management and prioritization skills.
Ability to work independently while managing multiple priorities.
Excellent verbal and written communication skills.
Advanced ability to read and interpret written information.
Writes clearly and informatively; edits work for spelling and grammar.
Speaks clearly and persuasively in positive or negative situations.
Listens and seeks clarification; responds well to questions.
Demonstrates strong group presentation skills and active meeting participation.
Proficient in Microsoft Office Suite (Word, Excel, Outlook, PowerPoint).
Strong customer service orientation with a positive attitude.
Ability to work effectively within a team environment.
Demonstrates sound judgment, decision-making, and problem-solving skills.
Capability to establish appropriate professional boundaries while developing supportive relationships with staff and board members.
Fully embraces, embodies, and upholds the organizational Mission and Vision.
Ensures strong collaborative relationships internally and externally to enhance service quality.
Represents the organization positively with all stakeholders, treating others with respect and dignity.
Demonstrates passion, compassion, and professionalism at all times.
Availability to work 12 months per year.
Flexibility to work evenings and weekends as required by business needs.
Ability to travel for conference dates.
Ability to educate and engage a variety of stakeholders through both formal and informal presentations.
Interest in learning organizational practices and culture to support continuous improvement.
Ability to sit, use hands and fingers, talk or hear, and smell continually.
Ability to stand, walk, and reach frequently.
Ability to climb or balance, stoop, kneel, or crouch occasionally.
Ability to frequently lift and carry up to 10 lbs.
Ability to occasionally lift and carry up to 50 lbs.
Close vision required to see computer monitors, read documents, and operate copy and fax machines.
Distance vision is required to drive an automobile if driving is a requirement of the job.

Nice To Haves

Bachelor’s degree in Hospitality, Event Management, Business Administration, or a related field preferred.

Responsibilities

Coordinate services offered at all Annual Conferences and large year-round campus events.
Coordination and management of third-party vendors.
Speaker/BOD/Staff housing administrative assistance for Annual Conferences, as well as year-round events held at the campuses.
Coordinate Annual Conferences shipping from Eastern Campus to Conference locations.
Transportation Coordination of Annual Conferences and campus events that Operations team oversees.
Coordinate event information for specific conference duties such as Badge Ribbons, Interpreters, Luggage storage, MPO Offices, Room Drops.
Review and reconcile invoices that pertain to Annual Conferences and Operation campus events.
Assure accuracy of annual conferences Functions orders including meeting sets, AV, F&B, IT and vendor information.
Provide logistical support to include venue and event layouts, AV needs, planning special events, on-site event management (including logistics meetings, momentus orders) and post program invoice review.
Assist with organizing signage order and receiving approval on signage proofs from various departments.
Adhere to company budgets.
Contribute and research fresh activation ideas for partners.