Event Coordinator – Informa

Company Name: Informa
Location:
Burlington, MA
Type:
Full Time


Job Description:

Informa is seeking a dynamic Event Coordinator to join our CBI team in Burlington, MA. This role is extremely hands on and collaborative and this individual will get the opportunity to attend assigned events/conferences and execute the onsite coordination of a variety of projects.

RESPONSIBILITIES:

  • Estimates the budget needed to execute the conference, in conjunction with other team members input.
  • Negotiates with vendors, who are providing the conference site or resources for the conferences.
  • Works with the conference speakers to gather and organize presentations and related documentation; ensures that there are adequate supplies for any handouts, speaker biographies, etc.; maintains communication to ensure needs are being met and problems are solved prior to the conference.
  • Organizes conference logistics; determines meeting room lay-out selects menus, orders food and beverages; determines need for and orders audio visual equipment.
  • Coordinates travel arrangements for speakers and staff, utilizing the corporate travel agency.
  • Travels to assigned conferences and serves as on-site company representative; manages last minute logistical needs and provides an open forum to air any concerns.
  • Acts as onsite decision maker to resolve hotel or customer issues that may impact attendee satisfaction.
  • Prepares monthly financial reports, maintains statistics and compiles reports for each conference.
  • Reconciles bills for each conference and submits for approval/payment.
  • Performs additional duties as assigned.
  • Initiates RFPs, negotiate and execute terms for highly complex contracts with venues and vendors
  • Organizes conference logistics; determines meeting room lay-out, selects menus and orders all food and beverages; determines need for and orders audio visual equipment
  • Coordinates travel arrangements for speakers and staff, utilizing the corporate travel agency.
  • Travels to assigned conferences and serves as on-site company representative; manages last minute logistical needs, and provides an open forum to air any concerns
  • Acts as onsite decision maker to resolve hotel or customer issues that may impact attendee satisfaction
  • Prepares monthly financial reports, maintains statistics and compiles reports for each conference
  • Reconciles bills for each conference and submits for approval/payment
  • Performs additional duties as assigned

REQUIREMENTS:

  • Four year college degree or equivalent in meeting management, hospitality services, trade show management
  • One to two years work experience in a business setting or the hospitality industry
  • Specific, proven experience in event or conference planning or hotel banquets and sales
  • Comfortable working with and learning new technology
  • Demonstrated organizational skills and strong verbal and written communication abilities
  • Must be very organized and detail-oriented. 
  • Proven high-level customer service skills working with senior-level managers internally and externally
  • Ability to work within tight timeframes and on multiple projects is required.
  • Travel by air up to 50% of time
  • Advanced proficiency in the MS Office Suite is also required.