Meeting and Events Coordinator

In alignment with events and experience team direction, assist in the coordination of meetings and events and related operations. Create meetings events agendas, as well as timelines and subsequently track their progress. Maintain calendar of meetings and events, coordinating and recording summaries and attendee feedback. Organize and maintain event archives and develop other tools as directed or needed. Assist with event services such as location selection, space setup, registration, rooms, transportation, menu planning / food service speakers, audio and visual equipment needs, entertainment and other related support services. May prepare and / or distribute invitations, agendas, name badges, table tents, materials or other related handouts. Coordinate promotional items and gifts for meetings and events.

Job Duties and Responsibilities:

• Maintain all event archives
• Maintain and build current or relevant information in event contact database (restaurants, hotels, etc.)
• Develop meeting and event specific organization tools such as timelines, work deliverables and budgets
• Develop and execute meeting and event specific needs such as agendas, name badges, table tents, gift bags or promotional items, etc.
• Review all event invoices and process and code them correctly
• Enter event timelines or related creative or communication needs in project management software and update as needed
• Track department budget and meeting and event specific spends
• Coordinate initial RFP process for hotel review and compile detailed report to assist event and experience team in making recommendations
• Assist with meeting and event planning needs such as location selection, space setup, registration, rooms, transportation, menu planning and food service, speakers, provision of audio and visual equipment, entertainment and other related support services
• Maintain and track expense reports for events and experience team
• Coordinate promotional needs, gifts or gift boxes for meetings and events in partnership with business partner, including delivering against request and budget, securing items within necessary timelines, approving production samples as required that meet DFA brand guidelines, and ensure coordination of shipping to arrive for need
• Work with creative and business partners to deliver against meeting and event promotional or gift box needs such as note cards, custom boxes, etc.
• Oversee address needs from business partner if gift boxes are to be shipped; provide invoices to business partner for packing, shipping and handling
• Provide customer service for promotion or gift box clients, including updates on shipping or course correction for damaged items
• Manage multiple deadlines with each event and make decisions based on the needs and objectives of the event
• Interact effectively with all levels of cooperative employees and executives
• Be knowledgeable of, and comply with, all corporate policies
• Utilize various technology systems and software to support meeting planning end-to-end process, to include Cvent, Socio and Webex
• The requirements herein are intended to describe the general nature and level of work performed by employee, but is not a complete list of responsibilities, duties, and skills required. Other duties may be assigned as required

Minimum Requirements:

Education and Experience

• High school diploma or equivalent
• Undergraduate degree in business or communications preferred
• 2-4 or more years of experience

Knowledge, Skills and Abilities

• Ability to manage several projects at one time in an organized and highly effective manner
• Ability to work with different leadership styles and needs
• Strong team player; enjoys working on a team that collaborates and works in unison
• Strong sense of urgency and an ability to problem solve
• Strong communication skills
• Able to support team to achieve objectives
• Able to be proactive, reliable, detail-oriented, resourceful, and a problem solver
• Able to project a professional image
• Able to work with accuracy and attention to detail
• Able to be self-motivated
• Able to quickly pivot or change direction
• Values trust, transparency and a one team mentality
• Able to work independently and as part of a team
• Able to work with remote staff, business partners, and vendors
• Able to demonstrate flexibility in planning, organizing, and multi-tasking in a fast-paced, dynamic environment
• Able to communicate clearly and effectively, both verbally and in writing, for a diverse range of internal and external audiences
• Skill with technology and software, preferably working with Cvent, Socio and Webex
• Skill with Microsoft Office, such as Excel, Word, PowerPoint, Outlook
• Must be able to read, write and speak English

An Equal Opportunity Employer