HOW WILL YOUR ROLE IMPACT FIRST COMMAND?
Coordinate the flawless execution of corporate meetings, trade shows, events, and training sessions, from end-to-end. Plan multiple events simultaneously, while executing the delivery of events in-progress. Ensure efficient and effective utilization of outside logistics vendors (hotels, rental cars, meals, travel, etc.), and the seamless and timely delivery of services. Partner with internal stake holders to deliver a first-rate event experience, each, and every time. Deliver positive customer service that delights clients and stakeholders. Must be able to communicate effectively in writing and by phone, with field representatives and corporate guests, at all levels of seniority regarding event attendance. Assist the Manager, Meetings & Events in organizing, planning, and delivering major events like the Annual Advisor Conference, and Spring/Fall Workshops. The ability to effortlessly deal with ambiguity, stressful situations, and adapt to changing situations is essential.
WHAT WILL YOU BE DOING?
- Plan and coordinate events in concert with stakeholders and clients
- Ensure clear delivery expectations are established with stakeholders and clients for each event
- Coordinate meals, hotel rooms, ground and air transportation
- Prepare room set up with Property Management and event venues
- Prepare BEO’s with event venues
- Maintain and accurately account for a petty cash account
- Respond in a timely manner to all incoming calls and e-mails regarding events
- Act as a backup for the other members of the event marketing team
- Serves as Child Care/Youth Program Coordinator at the Annual Advisor Conference, working with the contracted provider to oversee the program
- Coordinate Annual Advisor Conference mailings, and prepare welcome packets, and ship associated materials
- Order and send flowers, cards, birth announcements, and memorials according to company protocol, and distribute appropriate announcements
- Assist the Manager with administrative tasks as required
- Coordinate trade shows participation and execution; including staffing, facilitates, on-site booth set up, and logistics
- Maintain a positive customer service orientation at all times with clients and stakeholders
WHAT SKILLS/QUALIFICATIONS DO YOU NEED?
EDUCATION
- High school diploma or equivalent certification required, college preferred
WORK EXPERIENCE
- 3+ years of professional office and clerical experience, or event planning
CERTIFICATIONS
- Certified Meeting Planner preferred
KNOWLEDGE, SKILLS AND ABILITIES
- Superior people/communication, and customer service skills
- Exceptional attention to detail, and organizational skills
- Ability to handle multiple tasks and changing priorities with minimal supervision
- Physical mobility to move between the buildings / conference rooms as well as moving supplies and equipment with service carts.
- Computer proficiency in Microsoft Office applications
- Experience with event registration systems
- Experience in meeting planning at the corporate level
- US military experience preferred
- A vehicle and willingness to use it to pick up supplies, make deliveries or check event set ups
- Some travel may be required, 10% or less
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Required Skills
Required Experience