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Event Coordinator

Company: Virtual, Inc.
Location: Reston
Posted on: June 9, 2021

Job Description:

WANTED: An enthusiastic Event Coordinator who can implement effective solutions to create spectacular experiences, both online and in-person, for our local, national and international clients! Are you ready to join the team?


The Event Coordinator assists with the coordination and preparation of event logistics for assigned clients. This position works closely with the Events team and other Virtual staff to ensure the successful implementation of assigned client event services.

We're committed to DRIVING CLIENT SUCCESS to enable our clients to make their mark on the world. Here's how you will help us do that:

  • Coordinate event cancellation insurance on behalf of the client (when needed).
  • Coordinate the set-up of online meeting registration systems/sites; create and send registration reports and provide to client on a regular basis.
  • Coordinate scheduling and attend both internal and external event-specific conference calls and meetings, records notes and action items, etc. as applicable.
  • Work with client to coordinate set-up and updates of event Mobile Apps.
  • Create post-conference reports for clients

We seek to provide EXCELLENCE EVERYWHERE through proven best practices, efficiency, and continuous improvement. Your role in that will be to:

  • Plan, manage and implement webinars from start to finish including creating Zoom webinars, adjusting presentation settings, creating run of show document, coordinating and leading speaker rehearsals, collecting and sharing slides, etc.
  • Plan and implement logistics of in-person meetings, conferences, events, trade shows and training courses, including: venue selection, food and beverage planning, A/V planning, room blocks, registration, sponsorship and coordination of marketing materials and communications.
  • Draft timelines, budgets, complete meeting plans, sponsorship prospectuses, tracking documents, and other event related documents.
  • Work with vendors to coordinate catering, audio/visual, signage, promotional items, entertainment, photography, travel, hotel accommodations, etc. to ensure high quality events that remain within the set budget.
  • Work with event sponsors to ensure benefits are properly received and executed.
  • Communicate with speakers on event details, bios, photos, abstracts, etc. for online and in-person events
  • Support meetings with clients and organizing committees to plan scope and format of events, to establish and monitor budgets, and to review administrative procedures and event progress.
  • Assist with the management of event budgets.
  • Assist with development of event related marketing materials and conference web sites.
  • Travel onsite to events as needed to support event operations.
  • Review event-related invoices for accuracy and send for payment.
  • Coordinate the purchase of event supplies and packing of shipments to events.
  • Provide administrative support to the Events team; manage other projects as needed.

We all have a hand in creating a COMPANY WE LOVE by LEADING THROUGH OUR VALUES and fostering a culture that empowers and rewards its employees. You will:

  • Represent Virtual's core values of innovation, service excellence, empowerment, respect, teamwork, generosity, fun and trust.
  • Exemplify our servant leadership philosophy every day by building trust, serving first, and acting as one team.
  • Actively participate in company-sponsored committees, events and initiatives geared toward engagement, development, and fun!

As our next Event Coordinator, you will bring:

  • Associates or Bachelor's degree with a concentration in hospitality management preferred; prior internships in events/hospitality industry preferred;
  • 1 year direct experience in events/hospitality industry required;
  • Must be detail-oriented, with effective organizational and project management skills, including the ability to manage multiple projects/tasks and deadlines simultaneously in a fast-paced, deadline-driven environment;
  • Must be a self-starter, with the ability to work well under pressure, work independently with limited supervision and have solid problem-solving, judgment and decision-making skills;
  • Excellent customer-service and interpersonal skills;
  • Solid writing and editing skills;
  • High level of creativity and "rolled up sleeves" working style;
  • Flexibility to work independently and as a team player with other departments;
  • Must be willing and able to travel domestically and internationally as needed;
  • Proficiency with Microsoft Suite programs;
  • Ability to learn new technology platforms and tools quickly, such as Cvent, CrowdCompass, Wrike, etc. as needed.

About Virtual Inc:

Our Virtual Team is made up of passionate professionals who understand the needs of associations, standards organizations, consortia, startup advocacy groups, and professional societies. The expertise within the Virtual team enables our clients to achieve their goals andmake a mark on the world. Virtual's global clients include organizations led by Google, Facebook, Microsoft and more. We also service organizations that are tackling some of the biggest challenges in the world today, from eating disorders, to space travel to noise pollution.

Headquartered in Wakefield, MA with offices in Nashville, TN and Reston, VA, Virtual also brings together a remote workforce from all over the US. Founded in 1999, Virtual's innovative and inclusive culture is the driving force behind our success and continued growth.

We are proud to be recognized in the Best Places to Work list, twice! Living our values on a day-to-day basis is real. Not just a poster on the wall.Virtual's core values include trust, respect, innovation, service excellence, empowerment, teamwork, generosity, and fun.

Keywords: Virtual, Inc., Reston , Event Coordinator, Other , Reston, Virginia

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