DeMarse Meetings & Events Agency is seeking 2 full-time Event Coordinators to join our growing team.
Is your career goal to become an Event Planner and work behind the scenes to create amazing tradeshows, conferences and events? Do you have the ability and desire but lack the experience required to jump into the exciting and fast-paced world of Event Planning? Consider applying to join our talented team where you will have the opportunity to learn every aspect of planning an event from concept to execution.
DeMarse Meetings is a team of talented, dynamic, value-producers and problem solvers with service in our blood. We are always seeking to create unforgettable experiences, better ideas, creative concepts and cost-effective solutions that exceed expectations and prove our value to the client. If you are a passionate people person, an impeccable communicator — and are ready to work at a fast-paced, high-volume event planning agency — we are ready to help you shine on our amazing and talented team!
Primary Responsibilities:
- Provide day-to-day project support for multiple conferences and for a variety of clients simultaneously
- Serve as lead planner for small events; owning the planning and execution process with a strong sense of accountability
- Manage the event registration process for several events simultaneously from start to finish
- Manage event preparation, supplies ordering, and packing/shipping of event materials
- Actively participate in team meetings and work as a team player to complete work
- Use project management system to track project timelines and manage your assigned tasks
- Assist with development, production, and distribution of event marketing communications via email, web, and print
- Update and maintain client websites
- Manage conference apps, surveys and CPE process from start to finish independently
- Manage speaker correspondence, contracts, speaker bios, session descriptions and presentations
- Manage sponsor/exhibitor correspondence, tracking, and recognition
- Research and negotiate venue, hotel, AV, and related contracts with oversight from Event Manager
- Prepare BEO information with event venues with oversight from Event Manager
- Provide high-touch customer service to all clients; work directly with registrants on problems and inquiries
- Staff events and manage onsite event registration
- Perform data entry and daily administrative functions
- Produce written content quickly, accurately and on tight deadlines
Desired Qualifications:
- Bachelor’s degree in business, communications, event management, marketing or related field preferred
- Ability to successfully multi-task and prioritize workload
- Outstanding ability to build, maintain and manage relationships with trust including with stakeholders and suppliers
- Strong time-management, organizational, communication, and problem-solving skills with absolute attention to detail
- High-energy, positive, professional attitude — take pride in work product
- Team player: willing to roll up your sleeves and pitch in to help your colleagues when needed
Required Skills:
- Must be proficient in Microsoft Word, Powerpoint and Excel
- Basic knowledge of WordPress, HTML, e-mail marketing (Constant Contact, iContact), social media a must
- Basic knowledge of Survey Monkey, Cvent, Quickbooks, Adobe InDesign is a plus but not required
- Excellent written and verbal communication skills
A Day in the Life:
You will work alongside an Event Manager on a variety of client projects. This is an extremely fast-paced work environment. The ideal candidate must have strong time-management and organizational skills and be able to switch gears quickly. On average you will be working on 8-10 client events simultaneously and have deadlines and deliverables daily. An average work day would be filled with:
- 2-3 conference calls
- 1-2 team meetings
- Answering 8-10 incoming phone calls
- Returning between 30-50 e-mails
- Setting-up an event in Cvent
- Running multiple registration reports
- Registering 20 speakers
- Updating conference content on a website
Work Environment:
Our office is located in Tampa near Busch Gardens. This is an in-office position with office hours from 8:00 a.m.-5:00 p.m. Moderate travel (average 1-3 trips per month), most locations within the U.S.
Job Type: Full-time
Education:
- Bachelor’s (Preferred)
Required travel:
- 50% (Preferred)
