Meetings & Events Project Coordinator

Madison is currently recruiting an ambitious, dynamic, and entrepreneurial individual to join our New York based team as a Meetings & Events Project Coordinator. This fully remote position requires 3- 5 years of previous events/meetings experience with proven effectiveness in data management, working with diverse participant groups, completing detailed assignments in the successful planning and implementation of meetings and events for our clients. As a Project Coordinator, you will be involved in meetings and events of a variety of types and sizes, including but not limited to, National Meetings, Sales Meetings, Training Meetings, Launches, Conferences and Incentive Trips. The ability to multi-task, work on multiple programs and the ability to manage program deadlines is a must!

Detailed Responsibilities:

• Facilitate the development, strategy and content for event websites and registration.
• Coordination of online registration process including tracking and reporting of participants and responses
• Coordinate and manage event logistic reports such as, but not limited to, rooming lists, A/D manifests, activity/tour reconciliation, seating charts, meeting evaluations, etc.
• Serve as primary contact for participant inquiries; ability to reconcile high email/call volume.
• Coordinate all meeting materials preparation in accordance with program timelines including, invitations, confirmations, (e)mailings, pre-trip information, name badges, signage, survey, post program reporting, etc.
• Assist with exploration of various venues/destinations to accommodate planned meetings and events.
• Assist Project Managers in the development of mobile app content/materials.
• Work with selected vendors on gift/amenity selections and other program related materials.
• Provide effective and professional client interface and customer service in responding to client questions and requests.

Key Competencies:

• Capability to recognize and address projects with a sense of urgency, ability to meet deadlines, and work with competing priorities.
• Excellent interpersonal skills, with the ability to effectively communicate with and relate to all levels both within and outside the organization.
• Must be a team-player.
• Detail oriented with proven multi-tasking initiative and follow-through.
• Proven aptitude for technology and/or software solutions preferred.

Qualifications:

• Minimum of 3 - 5 years of previous events/meetings experience
• Advanced knowledge of Microsoft Office applications (e.g., Microsoft Excel, Microsoft Word, PowerPoint etc.)
• Proven experience in Cvent; data/email management, registration, editing and reporting.
• Prior operations experience in hospitality/travel industry or equivalent a plus
• Ability to travel by airplane, boat, rail and/or car.
• This position is fully remote.

Reports Directly to the Project Support Manager, Meetings & Events