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Job Summary

The Coordinator, Speaker Programs is responsible for providing full administrative support to the Speaker Programs Manager to ensure that programs being planned are executed successfully. The Speaker Programs Coordinator is involved from the inception of these programs until the program has completed.

• Sourcing, contracting, and coordinating with venues to host Speaker Programs
• Ensuring that proper compliance protocols are met when executing the events
• Maintaining and finalizing the Banquet Event Orders and event trackers
• Exercising independent and good judgment when managing multi-meeting expenses; ensuring they are accurate and in accordance with budgetary requirements
• Developing, creating, and finalizing approval of hotel contracts, including budget allocation for food & beverage, room rental, and audio visual. Collaborating with other team members to ensure seamless coverage.
• Ability to manage programs as follows:
  • Source venues for Speaker Programs
    • Coordinate logistics of Speaker Programs with venues including:
    • Room requirements
    • Spend per person requirements
    • AV needs
  • Review and confirm venue contract details
  • Create and update Virtual Platform scripts
  • Track RSVPs and communicate with venues, as needed
  • Obtain and review venue receipts and escalate any discrepancies

Experience, Skills, and Qualifications

• High school diploma is required
• Ability to compare, contrast, and quality check work with a keen attention to detail
• Ability to present numerical data orally, in writing, or through graphics
• Superior interpersonal and customer service skills
• Proficiency in MS365 including Word, Excel (especially spreadsheets), PowerPoint, Outlook, Teams, database, and reporting tools. Knowledge of CVENT is preferred!
• Make clear, concise decisions and solve complex problems
• Establishing and maintaining an excellent relationship with clients and the participants is critical to the success of this position
• Ability to organize, plan, and prioritize work in a fast-paced work environment
• Ability to achieve goals in a timely fashion
• Possess excellent data analysis, fiscal accountability, and sound judgment
• Capacity to be available occasional night and weekend hours, as business dictates
• Maintain excellent customer service skills

Travel Requirements

• No Travel Required.