LOOKING FOR FILIPINOS OR PHILIPPINES - BASED CANDIDATES
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Position : VIRTUAL EVENT COORDINATOR
Work Hours : Monday to Friday 9am to 5pm ET (can be flexible)
Holidays : TBD
Pay Range : USD 1,000 - 1,400 per month
Company/Client Overview:
The client is a technology-focused investment banking and strategic advisory group specializing in M&A, Capital Raising, Strategic Partnerships, and Innovation Access for a select client roster of public corporations, private equity sponsors, and high-growth companies. Their core strengths include extensive personal relationships across the strategic landscape, unparalleled market insights, and deep global perspectives and deal experience.
About the role:
They are seeking for a positive, motivated, professional, detail-obsessed, and trustworthy Virtual Event Coordinator to join their dynamic Events Practice. This role will support a forward-thinking group of industry leaders whose achievements come because of hard work, ingenuity and consistently exceeding expectations.
This candidate will support the Event Planning and Operations department in areas such as venue and vendor sourcing, event industry research, event planning and project management. Venue and vendor data entry, database management and more.
Duties and Responsibilities:
- Venue & Vendor Procurement
- Venue Research: hotels, restaurants, unique and non-traditional venues
- Vendor Research: technology, photographer, videographer, special touches, event staffing, florist, transportation, etc.
- Relationship management with venues and vendors
- Downstream deposit and payment oversight and budget tracking
- General Event Research
- Industry research to stay informed on relevant industry trends, innovations and ideas.
- Process improvement research: working with Senior Event Director to implement research related to internal process refinement
- Longer-term project research
- Conduct competitive event analysis.
- Event Planning Database Management
- Daily, weekly, and monthly management of event databases: The Vendry (venue/vendor tool), Competitive Events Master and more
- Event Planning & Logistics
- Site visit coordination & calendaring
- Event Operations
- Creation event preparation documents
- Creation of Run of Show document, support preparing staffing guides, staffing emails, shot list, venue decks and emails, staff itineraries, etc.
- Packing, shipping and event supply/equipment management
- Prepare shipping labels and coordinate deliveries.
- Event supply ordering
- Schedule, track and manage event shipments and materials
- Assist with troubleshooting in the instance of any delays
- Coordinate with the New York based Administrative Assistants for physical supply management (supply management/storage, packing/unpacking, etc.)
- Vendor management support
- Assist with Certificate of Insurance (COI) compilation
- Assist with vendor load in/out scheduling
- Room block management
- Support tracking room block usage and pickup
- Support rooming list changes and follow up
- Supplier commission tracking and collections.
- Bachelor’s degree in Hospitality, Business or related discipline or equivalent relevant experience
- 2-4 years direct experience working in events and conferences
- Basic knowledge and understanding of hotel brands and restaurant groups
- Excellent computer skills and a strong understanding of Microsoft Office Suite (Outlook, Excel, PowerPoint) are essential.
- Ability to multi-task, execute under tight deadlines, work in a fast-paced, high-stress environment, monitor and manage multiple priorities, and meet timelines on large projects from inception through completion
- Strong organization skills, exceptional attention to detail, and excellent analytical, verbal, and written communication skills
- Initiative and creativity, with a “get things done” attitude. Work “Athlete” mindset – someone who is coachable, innovative, focused and is able to adapt
- Demonstrated strategic thinking and problem-solving skills which exemplify the ability to identify issues or challenges and find a reasonable solution
- Strong interpersonal skills and the ability to quickly develop trusting, productive relationships with the executive team, vendors, staff, and all partners
