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28 Oct 2024

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!

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