Events and Meetings coordinator

Events and Meetings coordinator Patrick Henry Creative Promotions - 4.4 Houston, TX Job Details Full-time $50,000 - $60,000 a year 20 hours ago Benefits Health savings account Health insurance Dental insurance 401(k) Flexible spending account Paid time off Parental leave Employee assistance program Vision insurance Employee discount Professional development assistance Life insurance Referral program Retirement plan Qualifications Microsoft Excel Microsoft Outlook Logistics management Budget control Client relationship development Event vendor coordination Sponsorships Content creation Bachelor's degree Attention to detail Task prioritization Managing event budgets Organizational skills Vendor contract management Communications Budget preparation Procurement contract negotiation Travel scheduling Full Job Description Are you looking for a fast-paced, exciting environment where you can make an impact? Then look no further. Patrick Henry Creative Promotions, Inc. (PHCP) is expanding and we are looking for a candidate that thrives in an action-oriented, hands-on business environment to join our team.

JOB TITLE

Meeting and Event Coordinator

JOB SUMMARY

We are looking for a Meeting and Event Coordinator to lead and organize events and conferences that will make an impact to our target audience and PHCP clients. This role is responsible for, but not limited to, the day-to-day planning and project management of Special Events and interfacing with PHCP account service team members in a very fast-paced environment. You will ensure events are successful and cost-effective, paying attention to details and budgets.

REPORTS TO

Assistant Director - Special Events

LOCATION

Houston, Texas (Galleria Area)

FLSA STATUS

Exempt

ESSENTIAL JOB FUNCTIONS

• Planning events from start to finish according to requirements, target audience, and objectives with little to no supervision.
• Able to assist with any level of event including those of complex nature, large volume, creative and unique experiences, high level of confidentiality, incentive travel, some international scope, etc.
• Participate in promotional and new event ideation, generate creative briefs and develop client proposals and presentations
• Create relevant sponsorship packages for various events and contact supplier partners to negotiate event sponsorships and participation
• Establish event critical path timelines and ensure client, suppliers and account team members are aware of and are working within these timelines, and are meeting established deadlines
• Budget creation and ensuring adherence, tracking and reconciliation for assigned event projects
• Assist with contract negotiations and booking venues and vendors
• Organizing facilities and details such as decor, catering, entertainment, transportation, location, RSVP and invitee lists, equipment, promotional material and prizing, etc.
• Coordinate event logistics, including presentation and materials support and pre- and post-event evaluations
• Proactively handle any arising issues and troubleshoot any emerging problems on the event day
• Utilize Cvent software to create webpages to manage registration, tracking, and reporting
• Arrange and manage attendee flights, ground transportation, and itineraries
• Maintain proactive, positive, open line communication with sponsors and clients to ensure understanding of expectations and satisfaction Work with the client on content creation, collateral and swag creation On-site duties include ensuring proper set-up and signage, registration coordination, AV testing, client management, time management, and supplier products
• Day-to-day interface with clients, suppliers and brand marketing account team members as needed
• Assist Assistant Director of Special Events to streamline tasks and processes as it relates to meetings and events

MINIMUM REQUIREMENTS / ESSENTIAL ABILITIES

• No less than five years' experience planning events with little supervision
• Proven experience as an event coordinator or planner, experience in special event and large conference planning
• Prioritize and manage multiple projects simultaneously and follow through on assignments in a timely manner
• Work under pressure and short time constraints with changing priorities
• Create and manage budgets for assigned events and raise supplier sponsorship to fund events
• Responsible for site research and selection, negotiate and book hotels and other vendor contracts
• Create and prepare name tags, materials, agendas, gift bags, registrations lists, etc.
• Create and monitor Cvent registration websites Strong focus on flexibility, ability to multi-task, attention to detail, excellent organizational skills, good follow-up and judgment. Must be able to prioritize.
• Innovative, bring new creative ideas and provide fresh prospective to event designs
• Ability to build and maintain strong relationships with team and clients
• Extremely proficient in Microsoft Office (PowerPoint, Excel, Word, Outlook), user experience with Cvent, Adobe, Function Point an asset
• CMP (Certified Meeting Planner) preferred
• Bachelor's degree in Marketing, Communications or Hospitality preferred
• Ability to travel 10%-20%
• Ability to lift boxes

DISCLAIMER

Work environment characteristics described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. They are not to be construed as an exhaustive list of all responsibilities, duties, and skills required. All employees may be required to perform duties outside of their normal responsibilities from time to time, as needed.

Pay:

$50,000.00 - $60,000.00 per year

Benefits:

401(k) Dental insurance Employee assistance program Employee discount Flexible spending account Health insurance Health savings account Life insurance Paid time off Parental leave Professional development assistance Referral program Retirement plan Vision insurance

Work Location:

In person