Events Coordinator

Job Title Events Coordinator Job Description Summary The Events Coordinator serves as an event planner for onsite events, domestic offsite convenings and meetings (typically ranging in size from 10 to 200 people), managing all aspects of coordination without regular supervision. This position will work independently and onsite at the Bill & Melinda Gates Foundation WDC Office in Washington, DC. Reporting to the Senior Facilities Manager. ESSENTIAL FUNCTIONS AND RESPONSIBILITIES Able to work at client offices, 40 hours a week, Monday-Friday (timing TBD). Ensure appropriate coverage during any times out of the office. Manages multiple meetings (ranging from 0-10 events a day) taking place in our office that may require AV, food and beverage, and room configuration with attendance ranging from 2 to 200. Performs data entry for each meeting assigned. Ensures seamless coordination with internal and external event team by providing written, verbal and graphical status reports. Uses Excel and Word efficiently for reports. Speaks in company and client meetings. Maintains a familiarity with department resources (Manuals, Ampersand, SharePoint, etc.) Effectively performs work assigned by client staff in a timely, customer-centric, and accurate manner. Supervises client communication and meeting management, including communicating with several internal clients on a regular basis. Oversee meeting documents and run internal client meetings. Manage client documents for larger convenings such as: Client meeting documents, contracts for venues (ex. Restaurant, hotels), budget templates, BEOs, space plan/venue documents, timelines, and transportation plans. Learn EMS software (Event Management System) and regularly update EMS with current event information. Reviews and negotiates contracts on behalf of client such as hotel room block contracts, restaurant contracts, and local venue contracts in conjunction with site search team or independently depending on size of meeting. Advises clients on site search results and makes thoughtful recommendations based on client's needs. Must be proficient in negotiations with vendors, including hotels and meeting venues, on clients' behalf to secure concessions and fair rates. Manages offsite events that may require AV, food and beverage, offsite dinners, site visits, registration, and travel with attendance ranging from 10-200. Reports to manager and/or members of client event team on a regular basis to discuss project progress, challenges and solutions. Establishes good relations with vendors and works with vendors in securing needed materials on time, within budget and meeting requested specifications. Maintains clear communication with manager and/or client, regarding special problems or exceptions to policies and procedures. Able to share experiences, challenges and solutions to benefit other team members and treating all proprietary information as confidential. Participate in the weekly client Events Team Meetings. Attend other training sessions as required. Represents the client's stewardship and values in all tasks. Follows established policies and procedures for appearance, timeliness and safety. Illustrates an understanding of international meeting coordination including succinct communication skills, international-used meeting terms, and ability to convey all event logistics with contacts. Utilizes internal system for reconciling event-related charges; responsible for allocation of all charges and liaising with internal analyst on departmental chargebacks and tracking. KEY COMPETENCIES Communication Proficiency (oral and written) Customer Focus Initiative Sense of Urgency Multi-Tasking Detail Oriented Financial Knowledge Time Management Skills Team Orientation IMPORTANT EDUCATION High school diploma or a General Equivalency Diploma (GED) required. Associates or Bachelors degree in facilities management, building, business or other related field preferred. A minimum of 1 year of work experience in an administrative, accounting or tenant services capacity. Experience with data entry, expansive reporting, filing, answering phones, scheduling and communications. Previous customer service experience. Prior experience working in the facilities/property management, commercial real estate or professional services industries preferred. ADDITIONAL ELIGIBILITY QUALIFICATIONS Working knowledge of computer software programs and base building systems. Computer proficiency with Microsoft Office Suite (MS Word, Excel and PowerPoint). Demonstrated ability to exercise good judgment. Excellent interpersonal skills. Ability to work a flexible schedule as needed, including but not limited to overnight travel, on call after hours and weekends. WORK ENVIRONMENT This job operates in a professional office environment. This role routinely uses standard office equipment such as computers, phones, photocopiers, filing cabinets and fax machines. PHYSICAL DEMANDS The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. While performing the duties of this job, the employee is regularly required to communicate with others and exchange accurate information; operate a computer and other office productivity machinery; move about the workplace.

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