Meeting & Event Program Coordinator

MEETING & EVENT PROGRAM COORDINATOR

PowerPlay Corporation is seeking a talented, multi-tasking individual to work closely with the Director of Event Operations and Senior Event Planner(s) to assist with daily planning and reporting responsibilities, ensure timely vendor fulfillment, communication with clients, and planning details for assigned programs.

This individual will communicate effectively with team members, clients, and vendors through email, zoom meetings, and phone. This position will be considered a salaried, fully remote position. The full-time schedule is Monday – Friday, 9:00am – 5:00pm, with the possibility of domestic and international travel for program operations as needed. Travel is currently estimated at 15%, but subject to increase as needed to accommodate client needs. Current programs are mostly incentive travel programs varying in size from 15-200+ attendees. Additional programs can include executive retreats and business meetings.

Experience

· Knowledge of STOVA (originally Aventri) registration software – ideal to be familiar with this system or similar, and if not, willing to learn

· Proficiency in Microsoft Office, including Outlook, Word, Excel, PowerPoint

· Understanding of Dropbox and Basecamp applications for daily use

· Creativity experience with working Canva skills

· Superior data management skills through use of Excel and STOVA reporting

· Willingness to learn other atypical platforms as needed

· Excellent multi-tasking skills with meticulous attention to detail

· Excellent organizational skills

· Excellent written and verbal communication skills

· Proven efficiency working with Word documents, especially with data merging and formatting

· Excellent problem resolution skills

· Able to travel locally, domestically, internationally for onsite support (must have current passport)

· Able to work in an extremely fast-paced work environment

Responsibilities to include, but not limited:

· Using STOVA, our registration system, for event website builds, registration management, reporting (manifests, activities, room list, etc.), attendee communication, surveys

· Data management – creating and managing multiple event reports in Excel throughout the event cycle – these require daily updates and real-time monitoring

· Designing the personalized agendas for attendees and/or pre trip teasers using merging methods in both MS Word and STOVA

· Assisting with design of onsite materials as needed (using Canva and other platforms)

· Assisting lead Program Manager with location and vendor research as needed for programs

· Direct contact with client on assigned programs as needed

· Working closely with vendors for program needs (air and ground transportation, gifting, entertainment, guest speakers, etc.)

· Traveling onsite for program operation as needed

· Daily and/or weekly call/check in with assigned Senior Event Manager(s) and Operations Team

· Working with PowerPlay templates for planning process and Dropbox for assigned program folders

In this role, you will help maximize individual and team potential, increase department efficiencies, and achieve shared goals by displaying effective multi-tasking and relationship building skills, coordinating with clients and vendors in a team environment. The ideal candidate will possess exceptional organization skills, paired with extraordinary multi-tasking abilities that allow them to thrive in an extremely fast-paced environment. This role is designed to allow the right candidate the opportunity to experience career-building, foundational industry training with the opportunity to progress into advanced planning and experienced program management skills with guidance of the senior event team.

Job Type: Full-time

Pay: $47,758.00 - $51,823.00 per year

Schedule:

• Monday to Friday

Application Question(s):

• Do you have present or past experience working in the hotel and/or within the event meeting planning industry?

Education:

• High school or equivalent (Preferred)

Experience:

• Program Coordinator: 2 years (Required)

Language:

• English (Required)
• Spanish (Preferred)

License/Certification:

• passport, driver license (Required)

Willingness to travel:

• 25% (Required)

Work Location: Remote