Events Coordinator

The Events Coordinator is an organized and driven multitasker with excellent communication skills and attention to detail. The right candidate will be an energetic self-starter with problem-solving skills. As an integral part of the Industry & Event Marketing team, the event coordinator will be resourceful at seeking and gathering information, and responsible for all aspects of planning and coordinating events including working with vendors, choosing venues, working the event itself and all the administrative duties that come with event production.

Key Responsibilities

• Gain a complete understanding of the requirements for each event

• Research vendors and make selections based on creativity, quality, and cost

• Book venues and schedule internal attendees, which includes contract review and confirmation and day-of logistics

• Develop and manage the department flow of content needs for event materials and work with marketing department to produce

• Day-to-day administration of events and programs including placing orders, BEO review, monitoring vendors, travel planning, restaurant reservations, facilitating company attendees, monitoring registration, tracking RSVPs, answering questions, and resolving issues

• Learn and maintain a solid understanding of Quad brands, products, and services, markets to ensure events drive the company's mission

• Manage scope of multiple, complex projects/events simultaneously

• Lead planning and progress meetings and be responsible for the progression of planning process

• Use established event budgets to resource and negotiate vendor contracts

• Develop and manage event budgets and vendor contracts

• Create and own event worksheets for all industry and Quad-hosted events

• Keep others up to date with any revisions/ changes to scope, resources, or event objectives

• Guide Event Coordinator(s) throughout the entire idea-through-execution process

• Act as liaison between contracted vendors and Quad event's team during planning and event process

• Monitor content and creative execution process and ensure deadlines are met

• Direct and review project timelines and task lists, event timelines, itineraries, and contact lists

Qualifications

• Bachelor's degree preferred. Appropriate education and/or experience may be substituted on an equivalent basis

• 2+ years of relevant work experience

• Able to think strategically and communicate effectively with colleagues, stakeholders, clients, and vendors

• Excellent organizational, communication, negotiation, and multitasking skills

• Ability to remain calm under pressure without losing a customer-service-oriented attitude

• Skilled in project management

• Available to work outside of regular office hours during scheduled events and to travel when necessary

• Proficient in Microsoft Office and project management tools

Outstanding time-management and organizational skills

• Strong communication and interpersonal skills including written and verbal

• Experience managing audio and virtual event production

• Ability to manage and prioritize multiple projects and work assignments simultaneously without compromising quality

• Ability to work independently and with a wide range of people

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