Contract Event Coordinator
Role Summary: The Event Coordinator is responsible for providing support to all meeting and convention related administrative tasks. The Event Coordinator role is an entry level, developmental role.
Essential Responsibilities:
- Create web-based registrations for meetings and events in Cvent meetings management software; Monitor event website ongoing.
- Assists Business Owner to ensure Attendee Lists are completed/in approved format
- Create final confirmation meeting details document (email version) to include hotel A&D dates, flight details, agenda overview, meeting locations, contact info
- Run master list from Cvent, note special requests
- Update Cvent with final number of attendees
- Share shortlist of attendee names along with their RSVP status to Specialist (Required for AHM Centris Direct Meeting Profile)
- Coordinate with AbbVie attendees to obtain their itineraries to identify actual rooms needed and ground transportation if requested)
- Send meeting confirmation to all attendees or send to TPV to create final details blast.
- Submit registration report requests to TPV for build (complete report, hotel rooming list, transfer list, special needs, workshop/special session lists, dinner/activity lists, etc.)
- Create list of print materials required with due dates. Ensure availability of printed material before meeting. Responsible for print and delivery.
Gather name badges, table tents, table cloth, registration sign, etc. Run and format rooming list prior to sending
Check final meeting materials list; confirm shipping/delivery arrangements for all materials (hand-carry, ship, local print supplier, etc.) with training and marketing.
- Print sign-in sheets for all HCP-attended sessions (by date/event)
- Scan Attendee sign-in sheet and upload to Cvent or Manage through TPV
- Request deposit invoices from all meeting suppliers
- Make necessary changes to participants in Cvent, as applicable from the ICB grid
Qualifications/Requirements:
Basic Qualifications:
- High School diploma or equivalent
- 2 years of work experience
- Proficient with MS Word, Excel, Power Point
- Experience working one or more meetings management software(s)
Desired Qualifications/Skills:
- Bachelor’s degree preferred
- Previous work experience in meeting/convention coordination
- Strong attention to detail and experience w/ data entry
- Efficient time management skills
- Adaptable and flexible with a positive can-do attitude
- Strong interpersonal skills and listening skills
- An affinity for creativity and creative work while adhering to regulatory guidelines
- Experience in Cvent meetings management software