Event Account Coordinator

Event Account Coordinator

We are a global engagement marketing agency that creates human-centric touchpoints that unleash the power of people to deliver innovation and growth.

Firm believers in the power of building community since 1987, we are helping brands, associations and not-for-profit organisations solve their key people challenges through our core expertise: Live & virtual events, Strategic & digital communications and Consulting & community solutions.

We are an independently owned agency, headquartered in Geneva, Switzerland, with a global presence of 60 offices in 31 countries.

JOB OBJECTIVE

A key supporting member of our Operations team the Registration & Events Coordinator is responsible for assisting Account Managers and the Operations department in delivering world-class conferences and events in the Corporate Division.

MAIN RESPONSIBILITIES

Project Management (45%)

Effectively manages and assists on project/events (design, plan, organize, deliver and measure) by effectively creating and executing against project timelines based on priorities, resource availability, and other project requirements (i.e., budget).

• 360° peripheral vision of all on-going matters within a project
• Effectively assist with execution of all project details from start of project
• Communicate the status of projects being managed, including timeframes and document requirements, and key operational issues through (in)formal communications (e.g., status reports, e-mails, updates at meetings)
• Client communication - produce meeting agendas followed by contact reports
• Determine timelines and critical dates
• Manage a dedicated part of a project, or a basic project
• Communicate with vendors when applicable
• Prioritize tasks and projects
• Source project-related 3rd-party vendors appropriately and effectively, primarily from the Global and Local Preferred Partner Lists
• Registration management for projects including creation and revisions of registration copy decks, build of registration site (using 3rd party vendors such as Cvent) attendee management, reporting, etc.
• App management for projects including creation and revisions of copy decks, build of app, launch and maintenance, etc.
• Assist Air Manager in monitoring flight itineraries
• Hotel management – manage rooming lists, billing requirements, etc.
• Create travel itineraries for attendees
• Manage/assist with the creation of print & digital collateral
• Research/assist with décor, entertainment and gifting proposals
• Propose menu recommendations for projects
• On-site support when applicable (may include travel)
• Assist with the creation of Function Sheets & Tie-Down meeting requirements

Leadership & Relationship Management (5%)

Systematic identification, analysis and planning of actions to lead, communicate with and influence internal & external stakeholders. Stakeholders include those who have an influence /interest in /impacted by or have role within the project (e.g. internal team, departments, MCI global, clients and suppliers).

Internal:

• Build, maintain & entertain privileged relationships with relevant internal & external stakeholders (project assistants, colleagues, vendors)
• Communicate expectations, roles and responsibilities to assistants and interns
• Delegate tasks and responsibilities
• Provide regular feedback on job performance of internal team (assistants/interns)
• Maintaining up-to-date documentation and user manuals, while working with colleagues on developing new templates

External:

• Acknowledge and monitor stakeholder concerns and capabilities
• Communicate effectively with stakeholders
• Make recommendations to improve service
• Take a client perspective, recognize and meet their needs (Service Orientation)

Financial Management (20%)

Apply MCI's financial processes; prepare, justify and administer the project/event budget; oversee sourcing and contracting to achieve desired results; monitor expenditures, cash flow, maximise GM and use cost/benefit thinking to set priorities.

• Establish record keeping system e.g. receipts
• Monitor cash flow procedures
• Process approved invoices
• Entering costs into financial database

Administration and IT (30%)

Completes procedures, documents, forms, reports that are essential to the day-to-day operations of project/events. Masters the systematic use of MCI & other available templates, tools & IT systems.

• Capable to identify and gather all information needed to successfully manage projects according to scope defined
• Keep records accurate and current
• Monitor use and effectiveness of information systems
• Effectively use all job-related tools and systems, computer hardware/software

DESCRIPTION OF THE RELATIONSHIPS

• Reports to Operations Team Lead/Manager
• Internally collaborates primarily with Account Managers & Registration Coordinators
• Maintains professional relationships with clients, vendors and temporary staff

JOB REQUIREMENTS

• Minimum of one-year relevant industry experience, event coordination preferred
• Degree or Diploma in Hospitality/Event Management or related field
• Excellent verbal and written professional communication skills
• Great customer service orientation and a positive attitude
• Enjoys working in a fast-paced team environment, able to meet deadlines and multitask
• Well-developed time management & problem-solving skills: highly organized, efficient, and detail-oriented
• Responsible and able to work both independently and with project teams for individual events
• Cvent and event registration experience a requirement
• Event App software experience a requirement
• Must be bi-lingual ENG/FRENCH

SPECIFIC TECHNICAL SKILLS

• Strong computer skills are a must:
• Highly proficient levels in MS Excel, Word, PowerPoint and Outlook
• Effectively able to use computer software and technology to organize and present client data and information
• Knowledge of Cvent, event registration tools, event app tools a requirement
• Experience with workflow platforms such as Wrike, an asset but not required
• Database management knowledge is an asset

ADDITIONAL REQUIREMENTS

The Account Coordinator will require travel and work on evenings and weekends.

• May be required to be outdoors for extended periods of time
• Moderate lifting especially during on-site execution of events, and a considerable amount of walking and standing is expected

MCI is where you can bring your true self to work and be proud of what you do. Join us and make a difference!