Position Overview

The Corporate Event Coordinator is an entry level position that provides support for all event planning details for corporate events in addition to assisting the Vice President of Sales & Marketing and Assistant Vice President of Sales with administrative needs.

Essential Job Functions

• Answers, screens, transfers, or assists with inbound phone calls
• Schedules and coordinates various meetings, department activities, appointments, conferences, travel arrangements, and reservations for lunches, dinners, and parties
• Prepares check requests and maintains files on department vendors, auditing expenses, association duties, and various other miscellaneous expenses
• Compiles, maintains, and updates reports on a routine basis, such as weekly, monthly, quarterly, semi-annually, and yearly
• Maintains electronic and hard copy filing systems
• Receives, directs, and interacts with incoming visitors, clients, and internal staff at all levels
• Performs general clerical duties including photocopying, faxing, emailing, and mailing
• Coordinates with Administrative Services to order and stock office supplies for the department
• Works with multiple internal systems to gather information
• Assists with maintenance of online event registration website
• Coordinates distribution of event invitations to agents and employees
• Assists in planning of event agendas
• Coordinates all event-appropriate materials (brochures, forms, PowerPoints, etc.)
• Coordinates on-site logistics including menu selection, room setup and A/V needs, décor planning, entertainment planning, creating golf foursomes, rooming lists, and banquet seating charts
• Coordinates airline and rental car needs for employees
• Responds to incoming event inquiries by phone and email
• Creates and distributes communication pieces associated with the events to employees and agents
• Produces and manages virtual meetings on various platforms (Microsoft Teams, WebEx)
• Maintains budget reports and spreadsheets, reviews and processes invoices
• Serves as a coach to the Sales & Marketing department for the travel and expense platform
• Maintains the corporate promotional products store.
• Prepares and submits state convention/association sponsorships, registrations, booth space, giveaways, and transportation of convention displays for the Sales department and other management
• Coordinates Department of Insurance complaints which requires gathering responses from agents, agencies, and the Vice President – Sales & Marketing and submits to the department of insurance by deadline
• Coordinates, maintains, and monitors agency rehabilitation programs
• Performs other duties as assigned

Education & Experience

Required

• Associates degree in related field or equivalent experience
• Typically requires 2+ years of experience in related field

Preferred or Specialized

• Experience using online event management tools
• Experience providing administrative support to a Vice President

Certifications & Licenses

• Certification in Meeting Planning preferred

Knowledge, Skills & Abilities

Basic ability to:

• Communicate effectively in both oral and written form
• Process and handle confidential information with discretion
• Adapt to changes in responsibilities, work processes, timeframes, performance expectations, organizational culture, or work environment
• Handle difficult and stressful situations with professional composure
• Accurately prepare and maintain records, files, and reports
• Operates office equipment, such as fax/copy machines and phone systems
• Maintain effective interpersonal relationships
• Organize and prioritize work while meeting multiple deadlines
• Work comfortably in a fast-paced work environment
• Travel overnight as needed
• Effectively present information and respond to questions from groups of managers, customers, and agents

Basic skill in:

• Managing one’s own time and the time of others
• Completing assignments accurately and with attention to detail
• Microsoft Office software
• A/V troubleshooting