HR Admin II-Meeting and Events Coordinator

Duration: 12+ Months (40hrs/weeks)

Domestic & International Travel Required

Part-Time Telework - in office 2 - 3 days a week

Business Trip - Expense report submitted for approval - Actual/Reasonable Conditions

Flex Schedule to support various USA time zones

US Citizenship Required

Job Summary:

Client is among the most respected engineering, project management, and construction companies in the world. Client operates through four global business units that specialize in infrastructure; mining and metals; nuclear, security and environmental; and oil, gas, and chemicals. Today, our colleagues team with customers, partners, and suppliers on diverse projects in nearly 40 countries.

With direction from supervisor and executive sponsors, the Meeting and Events Coordinator will be responsible for the coordination and successful execution of the Customer Based Leadership (CBL) program to meet business and HR objectives. In this role, you will assist with the full scope of the planning process, including registration, venue coordination, audio-visual requirements, food and beverage services, and other event attendee services.

Major responsibilities:

Detailed responsibilities include (but are not limited to):

• Liaison between meeting stakeholders, vendors, and local offices
• Source appropriate venues on behalf of meeting stakeholders to capture vision and objective of event while also meeting budget, size and location/date requirements
• Frequent interaction and communication with firm leadership through meeting registration and coordination
• Serve as single point of contact for both the event sponsor and the hotel/event venue
• Develop, review and approve detailed specifications for hotel or venue operations - conference services, rooms, catering, conference set up, AV, business center, accounting, IT/Communications
• Review, manage and negotiate contracts with off-site venues and event vendors; leverage cost savings when applicable (production, event decor, entertainment, transportation, team-building, IT, special supplies/materials, temp assistance)
• Conduct all event planning, creating a exemplary experience for the learning participants.
• Coordinate and arrange detailed program needs (i.e. room set-up, function times, audio visual, menu selections, on-site/off site events and activities, etc.)
• Negotiate with venues and vendors to secure top quality for best costs.
• Provide on-site program assistance; oversee all arranged details of the program (i.e. verify room set-ups, review food and beverage orders, registration desk coverage, handle VIP needs, etc.)
• Serve as the onsite virtual producer for some of the CBL classes, running the slides, conducting polls, formulating the breakout rooms, etc.
• Post meeting reporting and reconciliation, including enter the learning credits into the LMS post-class for participants.
• Write invitations, emails, etc. and send to participants, other coordinators, executive sponsors, etc.
• Provide all executive administrative functions with minimal direction including reservation of meeting rooms, ordering materials from reprographics, mailing materials, sourcing and ordering special items and give-aways, etc.
• Update budgets as necessary during planning and prepare final budgets – Communicate budgetary information to team throughout the planning and execution of meeting.
• Exercise sound judgement to ensure that events are delivered to exceed client expectations, while maintaining adherence to guidelines and processes.
• Global Travel is required.

Basic Qualifications:

• Bachelor’s Degree with a minimum of 1-year related experience OR 5 years of overall experience in lieu of degree
• Exceptional communication skills, written and oral
• Excellent logic and critical thinking skill
• Self-motivated, detail-oriented, flexible, and organized to work in a fast-paced team-based environment.
• Ability to travel internationally

• Preferred Qualifications:

• Project management experience - ability to understand scope, create timelines and detailed event forecasts, and deliver on time to budget
• Experience managing high volume and multiple projects under deadlines
• Experience using event registration tools including Cvent
• Demonstrated organizational skills with the ability to multi-task and prioritize work assignments
• Demonstrated ability to trouble-shoot and use creative problem-solving in a fast-paced, virtual/learning environment (e.g., during a live virtual training event) while consistently providing outstanding customer service.
• Ability to adjust quickly and effectively to changing priorities and deadlines and provide timely responses to our customers
• Contributing team member who is willing to step in to support critical department deadlines as required.
• Ability to effectively present information to an internal department and/or large groups of employees
• Comfortable meeting and engaging with new people.
• Intermediate proficiency working in Microsoft Excel, Word, Outlook, and PowerPoint.

Shift:

M-Friday, 1st Shift