Small Meetings: As assigned by National Director, work with internal clients in hotel/venue selection. Negotiate rates and other contract items with hotel, obtain room blocks, prepare meeting specifications including F/B & A/V requirements, rooming list. Source suitable venues for dinner meetings, coordinate details, confirm booking, etc. Build, launch and manage online registration site (Cvent). Review/reconcile invoice for payment.
Large Meetings: prepare badges and registration materials for on-site distribution; organize supplies for on-site office, prepare freight manifest, organize, ship, track and receive freight on-site, manage on-site registration including set-up, distribution of materials, badge corrections; dismantle registration and prepare return freight; participate in other activities assigned by National Director.
Rooming Lists: Create rooming lists, assign negotiated contract concessions and submit to hotel by cut-off date. Review confirmation list provided by hotel to ensure correct check-in and check-out dates, correct billing and bed type information. Manage reservation updates and changes accurately and in a timely manner.
Request for Proposals: Issue RFPs and response template to hotel partners, follow-up and organize responses in an Excel spreadsheet prepared for client’s review. Respond to hotel queries on selection status; notify hotels of final decision.
Hotel Points & Airline Miles: ensure receipt of points and miles into appropriate accounts; maintain accurate documentation for audit purposes; on an ongoing basis, apply points/miles to reduce travel expenses.
Intranet: Maintain Meetings & Travel section on intranet. Upload new information in a timely manner and ensure all data is current and accurate.
Administrative Duties for Meetings & Travel: Monitor department email inbox and respond to customer queries in a timely manner. Renew annual hotel agreements for transient room blocks. Manage payment of invoices; track expenditures and invoices in Excel. Follow up with accounting department on external accounts payable queries. Maintain contract files; maintain and distribute Schedule of Meetings to Travel Management Company and other relevant parties. Obtain night-by-night actual pick-up histories from hotels and upload into Excel. Maintain meeting supplies inventory and replenish as needed.
Executive level support for Chief People Officer: manage calendar scheduling, meeting organization and set-up, invoicing and administrative support for the People (Human Resources) team. These responsibilities are estimated to represent 30% of the Coordinator’s responsibilities.
One to two years of experience in planning meetings or assisting in planning meetings
Excellent organizational, time management and communication skills
Detail oriented and focus on accuracy; deadline driven
Ability to multi-task and respond quickly and accurately to new or changed meetings
Overall positive, can-do attitude
Proficiency in Microsoft Office Suite
Customer service oriented
Strong writing skills
Knowledge of Cvent desirable
Ability to travel domestically up to five (5) days a year
Location/Region: New York