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Assistant Event Coordinator

  • VGM Group
  • Waterloo, IA
  • Full Time
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Job Description

The event coordinator’s primary responsibilities are to oversee internal and external meetings, events, tradeshows and conferences for VGM Group companies, inclusive of: planning, marketing, budgeting, coordination, on-site supervision and evaluation. This person will be responsible for coordinating event logistics, including registration and attendee tracking, presentation and materials support and pre and post-event evaluations, as well as delivering high-quality customer service. The coordinator must be able to handle multiple concurrent projects and be very detail oriented. 

Reports to:        VGM Events Manager –Hours:      Full-Time: Monday – Friday 8-5 PM, must be willing to work off-hours regularly when events and functions occur.

The selected candidate will be well compensated and will have growth opportunities within VGM. In addition to challenging and meaningful work, you’ll have the chance to give back to your community and participate in volunteer opportunities.
 

Responsibilities

These are the responsibilities expected of an applicant interested in this position.

As the event coordinator, success is exhibited by the quality and execution of the event, and the satisfaction of the client and participating attendees.

•    Hands-on involvement in tradeshow logistics including booth scheduling, shipping, assembly, ordering of services, staffing, and arranging client appreciation/hospitality events. 
•    Plan and coordinate traveling customer education events.
•    Plan, coordinate and implement monthly employee appreciation events for 900+ employees.
•    Write and distribute RFP’s and evaluate proposals from national and international destinations for meeting space and hotel accommodations.
•    Request/order, review and approve appropriate collateral material and premium items.
•    Staff trade shows and meetings/events as needed.
•    Out-of-state and international travel required.
•    Responsible for tracking all invoices and expenses.
•    Maintain accurate records of events and orders.
•    Serve as liaison to charitable organizations seeking funding or volunteers.
•    Build relationships with VGM Group leaders; building trust and thought leadership with regard to event planning and execution.
•    Strategically think through event logistics, exhibiting keen anticipation skills.
•    Event coordination and management requires frequent work outside of Monday-Friday, 8-5 hours; the ability to perform off-hours work is required. 

Qualifications

Applicants are expected to meet these qualifications to be considered for this position.

Qualified candidates must possess and demonstrate the ability to handle multiple concurrent projects and details simultaneously. Experience planning/coordinating large corporate events and tradeshow experience highly preferred (if not required). College degree or equivalent on the job training. In addition candidates should possess the following traits and skills.

•    Self-direction, tact, diplomacy and a clear, courteous and professional manner when dealing with internal and external clients.
•    Excellent interpersonal skills both in the office and at off-site/afterhours events. Ability to work cooperatively with staff inside and outside of the department.
•    Ability to work well under pressure.
•    Ability to multitask and prioritize job duties.
•    Strong organizational and time management skills.
•    Financial planning knowledge and experience.
•    Team player that is flexible and able to adapt to change.
•    Demonstrated excellent oral and written communication ability.
•    High energy level and sense of humor essential.
•    Excellent attention to detail.
•    Familiarity with online event registration programs, online travel management programs and social media
•    Experience with booking/arranging travel, hotel reservations and room blocks
•    Great customer service skills.
•    Valid passport or willingness to obtain.
•    Proficiency with Microsoft Word and Excel.
•    Quick learner

Find out more about VGM Group at vgmgroup.com

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