Events Coordinator

Virtuoso•Fort Worth, TX

13d

About The Position

The Events Coordinator supports planning and execution of Virtuoso events across all regions. Working closely with assigned Planners and the Senior Director, Global Events Operations, the Coordinator manages logistics, registration, event materials, communications, and on-site support. The role also provides registration and technical support for virtual events, responds to participant inquiries, manages event supplies and shipments, and provides home-base and peak-period support to fellow Coordinators. Travel to domestic and international events may be required, including an annual two-week commitment at Virtuoso Travel Week in Las Vegas that includes one weekend.

Requirements

2–3 years of event industry or hospitality industry experience.
College degree or equivalent work experience.
Excellent customer service skills and the ability to address and resolve complaints professionally.
Proactive and engaged, with the ability to anticipate event and team needs.
Self-starter able to work independently and as part of a team, and work effectively with vendors and staff at all levels.
Understanding of diversity, foreign cultures, and customs.
Strong organizational and time-management skills, including the ability to meet deadlines, multitask, prioritize, and solve problems in a deadline-driven environment with attention to detail.
Strong proficiency in Microsoft Office Suite, including Word, PowerPoint, Teams, Outlook, and SharePoint.
Ability to perform mail merges; format Word documents; use basic Excel formulas for sums, comparing lists, and counting; sort and filter results; and create presentation decks from existing PowerPoint templates.
Ability to travel to domestic and international locations as designated, including weekends and holidays when necessary, approximately 2–3 times per year; a passport is required.
Ability to work extended hours and weekends when necessary to prepare for events.

Responsibilities

Support assigned Planners in executing Virtuoso events across all regions.
Use Virtuoso’s Event Management Software (EMS) to build registration sites and event-specific questions, create agendas and fee structures, manage participant updates and rooming requests, and generate reports such as rooming lists, name badges, and RSVPs.
Perform mail merges and prepare and assemble event materials, including badges, tent cards, signage, and welcome packets.
Research and draft event site content, including agendas, costs, hotel information, and cancellation policies.
Travel to assigned events to provide on-site support as determined by the Senior Director, Global Events Operations, including auditing rooming lists, setting up registration desks, and greeting participants.
Build post-event surveys and share results with internal teams.
Manage event packing and shipping, track shipments, and maintain inventory of supplies and gifts.
Travel to Virtuoso Travel Week in Las Vegas annually for a two-week commitment, including one weekend.
Respond to participant inquiries by email, phone, and Zoho support tickets.
Provide registration and technical support for virtual events.
Assist with special projects assigned by the Senior Director, Global Events Operations.
Serve as home-base support when not traveling.
Support fellow Coordinators during peak periods.