Meeting & Event Coordinator

The Meeting and Event Coordinator provides core administrative support for off-site meetings and events and/or large and/or complex in-house meetings, including catering, audio-visual and additional services. He/she will be expected to work independently alongside the client responding to his/her brief whilst making suggestions.

• Liaise with external service providers to coordinate event and travel activities (e.g. catering, event organizers, medical care, travel arrangements as per internal policy etc.)

• Control the event organization process strongly within the internal regulations and policies

• Prepare all communications, invitations and mailings to be sent on behalf of the organizer

• Arrange details with hotel or venue, logistics

• Verify attendance at the event

• Procure all technological devices as required (laptops, microphones, screens, pointers, etc.)

• Coordinate the support provided by all internal service providers

• Ensure catering is provided according to agreed specification (quality, quantity, etc.)

• Provide in-situ support (welcoming attendees, guiding visitors, providing material, etc.)

• Coordinate invoicing and payment to external providers (search for approval, etc.)

• Collect customer/client feedback and take responsibility for the follow up actions

• Perform basic financial or analytical tasks

• Contribute or assist with written presentations

• Support as key contact for customers in travel process arrangements

• Act on role of Local Hotel Advisor

• Perform basic analyses of travel metrics in support of customer requirements

• Work with suppliers to ensure accurate capture of data

• Identify opportunities to improve processes and customer service relating to events and travel reporting

• Bachelor degree

• Minimum of 2 years administrative/ event support experience

• Strong communication skills

• Strong customer service skills

• Attention to detail

• Ability to multitask

• Good administrative coordination

• Excellent interpersonal skills

• Ability to work well with all levels of management, staff, outside clients and vendors

• Working knowledge of Word, Excel and Power Point applications

• Challenging job in a professional and multinational environment

• Dynamic working environment

• Friendly workplace environment, team bonding events, ability to participate in after work activities and clubs

• Competitive benefits package