Event Coordinator (Venue Specialist)

Medical Air Services Association, Inc•Fort Lauderdale, FL

6d•Onsite

About The Position

This is a full-time, on-site position based in Fort Lauderdale, Florida. As our new Event Coordinator (Venue Specialist), you'll play a big part in driving the success of our nationwide seminar program. Working closely with our corporate marketing and sales teams, we’ll count on you to develop new tools and processes.

Requirements

A high school diploma
Excellent communication skills
Proficiency in Office 365
Strong organizational skills, including attention to detail and efficient calendar management.

Nice To Haves

Event coordination experience is preferred.

Responsibilities

Coordinate menus, manage venues, and oversee seminar capacity to ensure successful and well-executed events nationwide.
Create and distribute menus: Collaborate with a 3rd party designer to craft a nationwide menu template. Develop menus for scheduled seminars by utilizing online menus or liaising with venues for special options/pricing. Establish a filing system for easy access and distribute menus to the sales team on a weekly basis.
Book venues: Manage a comprehensive database of seminar venues. Regularly review proposed locations, ensuring viable venues in each location, and communicate this information to Sales Directors. Contact venues to schedule seminars as per the Sales Director's schedule. Submit seminars for advertising to the marketing team.
Confirm venues: Confirm reservations and expected guest numbers with booked venues. Book new venues when required, coordinating with sales and marketing teams to keep everyone informed.
Manage seminar capacity: Monitor RSVPs to prevent overcapacity at scheduled seminars. Collaborate with the Sales Director, venue, and marketing team to open new seminars when necessary.