Entrepreneurs' Organization Alexandria, VA, USA
Aug 16, 2019Full time
Meetings Coordinator Location : Alexandria, VA Department : Products Type : Full Time Min. Experience : Entry Level THE ORGANIZATION Founded in 1987, Entrepreneurs’ Organization (EO) is a peer-to-peer business network of more than 14,000 entrepreneurs in 190 chapters and 60 countries. EO’s core values are common pillars across regions helping members to learn and grow together, be bold, trust and respect their peers, and have fun. EO’s international staff collaborates successfully across cultures. Getting to know members and staff from around the world and a generous professional development allowance are frequently cited as among the most popular benefits of working at EO. POSITION SUMMARY The Meetings Coordinator supports the Senior Director and Manager in the Meetings team in the planning and execution of annual Organizational Meetings and Global Board of Directors’ Meetings. The Coordinator will have high visibility within the organization and daily interactions with members of the management team, the Global Board of Directors, and other member leaders in the organization. ESSENTIAL DUTIES AND RESPONSIBILITIES Serves as point person for all inquiries via email and telephone. Supports planning and execution for select Organizational Meetings, including Global Board Meetings by managing hotel rooming lists, guests and invitation lists, organizing food and beverage, packing materials for meetings, venue and city research, and flight stipend research. Assists in all written and verbal communication to meeting attendees and other groups of members and staff. Creates and manages registration for Annual Planning Meeting, All Committee Meeting, and other meetings as needed. Liaises with the Global Board Liaison and Regional Event Managers in preparation and onsite logistics of Regional Events and such as Presidents’ Meetings and other events, including Global Board travel. Creates meeting materials for participants and coordinates shipments of materials. Works with Director and Manager of Meetings on day-to-day tasks. Drafts clear and concise email communication to meeting attendees and stakeholders. Assists in the creation of reports for Director and VP of Meetings, including registration reports as needed. Oversees use of event mobile application. Supports budgetary and financial reporting, including creating spreadsheet reports to assist in data analysis. Performs various administrative duties across the Meetings team. Creates systems to track various related projects and takes proactive steps to ensure their accomplishment in a timely and efficient manner. Supports other teams as event lead or event support on their signature events Performs other duties as assigned. QUALIFICATIONS, SKILLS, AND KNOWLEDGE REQUIRED Bachelor’s degree in any field. 1-3 years’ experience in association event/meeting planning. Experience working with Board of Directors and VIPs. CMP certification preferred. Bilingual or multilingual speaking abilities preferred. Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook). Excellent customer service and interpersonal skills, the ability to think on your feet, and being solution-oriented. Excellent organizational skills and attention to detail. Excellent oral and written communication skills with the all levels of stakeholders. Ability to interact with entrepreneurs with tact, diplomacy, and poise. Works harmoniously and effectively with others as part of a team. A self-starter who desires to show ownership and commitment to the job. Exercises confidentiality and discretion. Ability to travel domestically and internationally up to 15% of the time Occasional requirement to stand, reach with hands and arms, climb, balance, stoop, kneel, crouch, and crawl with occasional requirement to lift and/or move up to 50 lbs. ADA SPECIFICATIONS The employee is normally required to work in a high-rise building equipped with elevators in an environment where the noise level is usually moderate. May be assigned to an internal work space without windows to the outside, located in close proximity to other office personnel. Professional workplace where business and business casual attire is required. Ability to travel domestically and internationally up to 15% of the time Ability to work in a fast paced and high pressure environment. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential duties and responsibilities of the role. The employee is occasionally required to stand, reach with hands and arms, climb, balance, stoop, kneel, crouch, and crawl with occasional requirement to lift and/or move up to 50 lbs.