Events Coordinator

Virtuoso, Ltd.•Fort Worth, TX

11h•$23 - $26

About The Position

The Events Coordinator supports the planning and execution of Virtuoso events across all regions. Working closely with assigned Planners and the Senior Director, Global Events Operations, the Coordinator manages event logistics, registration, materials, communications, and on-site support. The role also provides home-base support when not traveling and assists fellow Coordinators during peak periods. The position involves travel to assigned events, generally two to three trips per year, primarily domestic and potentially international. The Coordinator must also travel annually to Virtuoso Travel Week in Las Vegas for a two-week commitment that includes one weekend. Weekend, holiday, and extended-hours work may be required when needed for events.

Requirements

Two to three years of event industry or hospitality industry experience.
College degree or equivalent work experience.
Excellent customer service skills and demonstrated ability to address and resolve complaints professionally.
Proactive and engaged approach, with the ability to anticipate event and team needs.
Ability to work independently and as part of a team, and to work effectively with vendors and staff at all levels.
Understanding of diversity, foreign cultures, and customs.
Strong organization and time-management skills, including the ability to meet deadlines, multitask, prioritize, and solve problems in a deadline-driven environment with strong 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, compare lists, count, sort, and filter results, and create presentation decks from an existing template.
Ability to travel to domestic and international locations as designated by the Senior Director, Global Events Operations, including weekends and holidays when necessary; passport 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, generate reports, and perform mail merges.
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, such as auditing rooming lists, setting up registration desks, and greeting participants, as determined by the Senior Director, Global Events Operations.
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 annually to Virtuoso Travel Week in Las Vegas 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.
Provide home-base support when not traveling.
Support fellow Coordinators during peak periods.