FIRST is seeking a highly professional and technologically adept individual to provide support to clients needing assistance with their event and meeting coordination. The individual must be comfortable assisting clients over the phone in navigating registration websites, so prior experience as a customer support or help desk representative (or similar experience) is definitely a plus.
In this capacity, the ideal candidate would represent the FIRST brand as an implant at one of our Solutions accounts within a leading Investment Bank. The main portion of the role will be supporting the event project managers in the US. The incumbent will be in charge of one of the most important aspects of event planning, managing the invitation lists using advanced knowledge of Microsoft Excel and Access.
Working with event project managers/coordinators on overall program logistics, production and implementation
Database management to ensure consistency of information, accurate data, inputting when required, generating lists upon request
Manage client event communications such as save-the-dates, invitations, registration, confirmations, etc.
Assist in the development of and management of online registration
Assist attendees with registration process
Manage room blocks and coordinating with hotel
Manage and coordinate all ground transportation with clients and transportation companies
Budget development and management in conjunction with event management teams
Assist event planners in contacting clients for relevant information – a/v details, gift sizes, presentations etc.
Responding to ALL client email within same day (even during work travel)
Printing name badges, tent cards, place cards, departure notices, email confirmations, agenda, signage etc. where appropriate
Creating and distributing customer satisfaction surveys
Managing bill paying – follow up with AP and vendors to confirm payment has been received
Pre-event and on-site support during execution of events/conferences
Packing and sending all boxes – prepare shipping grid, investigate customs policies etc.
Supporting other members of the department with mailings, onsite assistance etc.
1+ years of related experience, including entry level meeting planning and coordination
Bachelor’s Degree required
Highly motivated, able to work independently
Exhibit strong work ethic, patience and a winning attitude
Strong oral and written communication skills
Flexible and willing to work outside normal business hours (evenings, weekends) and travel when required
Ability to manage multiple projects simultaneously
Strong proficiency with Microsoft Office – specifically with Excel and Access
ADMINISTRATION & GENERAL:
Assume responsibility for own environment, ensuring adherence to health and safety policies while having clean smart surroundings
Work intelligently and ensure that the Team Leader is aware of problems or issues which negatively affect productivity
Build excellent relations with team through positive communications
Ensure knowledge is shared within the team to enable them to work smarter and more efficiently
Work on ad hoc requests as required, typically during quiet times