Coordinator, Global Meetings & Events

The Coordinator, Global Meetings & Events will support the handling of meetings and events occurring in the EMEA region, with focus on registration for in-person events and virtual events support. Any overflow requirements related to other meetings will also be managed as needed. Additionally, the role-holder will be responsible for certain department projects and provide some administrative support to the Director and Managers of the department.

Responsibilities:

Meeting & Event Planning:

• Assist and support event planning services for the seamless, innovative, and cost-effective meetings for internal and client events, including but not limited to contributing, supporting, and/or leading, with supervision from a Senior Coordinator/Senior Manager, the below components of meeting planning:

• Guestroom and registration services:
  • analyze guestroom requirements and propose contractual room blocks
    
  • develop and implement action plans and project timeline
    
  • manage registration for guestrooms, meetings, breakouts, and social events
    
  • prepare and analyze registration reports
    
  • monitor and review the hotel rooming lists

• Virtual Event Management:
  •  coordinate and manage all aspects of virtual events delivery from initial planning through to execution, including set-up, registration, dry-runs, on-the-day support, and post-event wrap-up

• Destination and site selection and the Request for Proposal (RFP) development:
  • conduct destination, hotel, and social event research and administer the RFP Process
  • analyze proposals and prepare the hotel and social event availability chart
  • conduct hotel & social event contract negotiations
  • finalize and implement contractual arrangements
  • financial management of all the meeting components
• Budget preparation & monitoring:
  • prepare cost analysis and budget estimates
  • monitor meeting budgets and expenses
  • manage invoice and deposit payment schedule

• Preparation & distribution of communications to attendees:
  • Save the Date and Registration Communications
  • Websites and Extensive Documentation
  • Final Details

• Management of meeting logistics requirements:
  • develop and communicate meeting specifications and special instructions
  • identify, analyze, and Coordinate Food & Beverage Requirements
  • identify and coordinate audio-visual requirements
  • identify and coordinate telecommunications, technology, and other requirements
  • review meeting resumes and banquet event orders (BEOs)
  • analyze event and directional signage needs
  • manage any other meeting components or logistical requirements as needed and as instructed by the Senior Manager
  
  
• Social Event Logistics:
  • develop themes and implement arrangements for social events
  • arrange transportation for events
  • identify, analyze, and coordinate catering requirements
  • identify, contract, and coordinate event entertainment and Security
  • analyze event and directional signage needs

• Prepare meeting collateral (e.g., name badges, tent cards, attendee lists)
• Coordination of meeting shipments

• Post-meeting responsibilities:
  • review and reconcile hotel invoices
  • track actual expenses against the budget
  • review and finalize meeting budget and expense report
  • conduct debriefing meetings with hotel/vendors and with the internal meeting owner, and prepare the history report
  • prepare best practice notes/recommendations

Project Management: 

• Successfully plan, implement, and complete Project Plan/Action Plan tasks while contributing to preparing and coordinating the plans and leading other project team members to ensure that project deadlines are promptly met
  Supplier Relationship Management: 
• Contribute to creating, cultivating, and managing productive relationships with hotels (many of whom are the Firm's clients) and suppliers to ensure that specifications are understood and met by the hotel and vendor

Relationship Management: 

• Contribute to the successful management of relationships with our internal clients

Team Collaboration: 

• Effectively work with all GMET team members in an ongoing effort to build and maintain positive professional relationships, which will enhance the teamwork and aid in the team's efficient and prompt delivery of services

Department Projects: 

• Contribute to or support department projects associated with consolidating and aligning best practices to improve the current guidelines and procedures for managing events more effectively

Administrative Projects: 

• Provide administrative support, including assistance with setting up conference calls, preparing PPT presentations, and preparing expense reports

Skills and Experience:

• A relevant bachelor’s degree (meeting planning or marketing degree a plus)
• Some experience in strategic meeting and event management 
• Experience working in a law firm, professional service firm, corporate environment, or hotel 
• Experience in the hotel and hospitality industry through various associations with a passion for continuing to be educated on the industry outside the daily work at the Firm
• A good working knowledge of the Microsoft Office suite of products, including Excel; Has enthusiasm for keeping up with technology and bringing ideas to the Managers on how to improve meetings with technology
• Basic budget and financial management skills for meetings and events
• Able to negotiate simple contracts and orders, as well as implement terms of contracts 
• Highly organized with strong project management skills; Able to multi-task, analyze, and manage multiple ongoing projects; Able to work Independently 
• Excellent time management skills, outstanding accuracy skills, and strong attention to detail
• Excellent people management and interpersonal skills; able to successfully coordinate key relationships and projects across an organization 
• Strong English communication (verbal and written) and exceptional communication skills with prescribed business etiquette at both personal and electronic levels in a multi-cultural, multi-level environment, both internally and externally
• Confident, diplomatic, mature with sound judgment and a strong sense of responsibility to deliver against set objectives; able to operate well under pressure and in a stressful environment
• Able to work effectively with team members (directly in-person and remotely) and instrumental in assisting the Director and Manager in promoting a "one team" environment
• Basic to intermediate ability to manage conflict with diplomacy and credibility; Able to make effective recommendations for decisions and judgment calls; Able to provide creative and innovative solutions    
• High-demand periods may require extended hours, including early mornings or late evenings