Events Coordinator (Temporary)

Job Title

Events Coordinator (Temporary)

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.
This position is Temporary.

Job Description

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
1. Communication Proficiency (oral and written)
2. Customer Focus
3. Initiative
4. Sense of Urgency
5. Multi-Tasking
6. Detail Oriented
7. Financial Knowledge
8. Time Management Skills
9. Team Orientation

Cushman & Wakefield provides equal employment opportunity. Discrimination of any type will not be tolerated. Cushman & Wakefield is an Equal Opportunity / Affirmative Action employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, national origin, sexual orientation, gender identity, disability, protected veteran status or any other characteristic protected by state, federal, or local law.

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