Project Events Coordinator

We are a global engagement marketing agency that creates human-centric touchpoints that unleash the power of people to deliver innovation and growth.

Firm believers in the power of building community since 1987, we are helping brands, associations and not-for-profit organisations solve their key people challenges through our core expertise: Live & virtual events, Strategic & digital communications and Consulting & community solutions.

We are an independently owned agency, headquartered in Geneva, Switzerland, with a global presence of 60 offices in 31 countries.

A key supporting member of our Operations team the Project Events Coordinator is responsible for assisting Account Managers and the Operations department in delivering world-class conferences and events in the Corporate Division.

Main Responsibilities

Project Management (45%)

Effectively manages and assists on project/events (design, plan, organize, deliver and measure) by effectively creating and executing against project timelines based on priorities, resource availability, and other project requirements (i.e., budget). 

• 360° peripheral vision of all on-going matters within a project
• Effectively assist with execution of all project details from start of project
• Communicate the status of projects being managed, including timeframes and document requirements, and key operational issues through (in)formal communications (e.g., status reports, e-mails, updates at meetings)
• Client communication - produce meeting agendas followed by contact reports
• Determine timelines and critical dates
• Manage a dedicated part of a project, or a basic project
• Communicate with vendors when applicable
• Prioritize tasks and projects
• Source project-related 3rd-party vendors appropriately and effectively,primarily from the Global and Local Preferred Partner Lists
• Registration management for projects including creation and revisions of registration copy decks, build of registration site (using 3rd party vendors such as Cvent) attendee management, reporting, etc.
• App management for projects including creation and revisions of copy decks, build of app, launch and maintenance, etc
• Assist Air Manager in monitoring flight itineraries
• Hotel management – manage rooming lists, billing requirements, etc.
• Create travel itineraries for attendees
• Manage/assist with the creation of print & digital collateral
• Research/assist with décor, entertainment and gifting proposals
• Propose menu recommendations for projects
• On-site support when applicable (may include travel)
• Assist with the creation of Function Sheets & Tie-Down meeting requirements 

Leadership & Relationship Management (5%)

Systematic identification, analysis and planning of actions to lead, communicate with and influence internal & external stakeholders. Stakeholders include those who have an influence /interest in /impacted by or have role within the project (e.g. internal team, departments, MCI global, clients and suppliers).

Internal: 

• Build, maintain & entertain privileged relationships with relevant internal & external stakeholders (project assistants, colleagues, vendors)
• Communicate expectations, roles and responsibilities to assistants and interns
• Delegate tasks and responsibilities
• Provide regular feedback on job performance of internal team (assistants/interns)
• Maintaining up-to-date documentation and user manuals, while working with colleagues on developing new templates 

External:

• Acknowledge and monitor stakeholder concerns and capabilities
• Communicate effectively with stakeholders
• Make recommendations to improve service
• Take a client perspective, recognize and meet their needs (Service Orientation) 

Financial Management (20%)

Apply MCI's financial processes; prepare, justify and administer the project/event budget; oversee sourcing and contracting to achieve desired results; monitor expenditures, cash flow, maximise GM and use cost/benefit thinking to set priorities

• Establish record keeping system e.g. receipts
• Monitor cash flow procedures
• Process approved invoices
• Entering costs into financial database

Administration and IT (30%)

Completes procedures, documents, forms, reports that are essential to the day-to-day operations of project/events. Masters the systematic use of MCI & other available templates, tools & IT systems.

• Capable to identify and gather all information needed to successfully manage projects according to scope defined
• Keep records accurate and current
• Monitor use and effectiveness of information systems
• Effectively use all job-related tools and systems, computer hardware/software 

Description of the Relationships

• Reports to Operations Team Lead/Manager
• Internally collaborates primarily with Account Managers & Registration Coordinators
• Maintains professional relationships with clients, vendors and temporary staff 

Job Requirements

• Minimum of one year relevant industry experience, event coordination preferred
• Degree or Diploma in Hospitality/Event Management or related field
• Excellent verbal and written professional communication skills
• Great customer service orientation and a positive attitude
• Enjoys working in a fast-paced team environment, able to meet deadlines and multitask
• Well-developed time management & problem-solving skills: highlyorganized, efficient, and detail-oriented
• Responsible and able to work both independently and with project teamsfor individual events
• Cvent experience an asset 

Specific Technical Skills

• Strong computer skills are a must:
  • Highly proficient levels in MS Excel, Word, PowerPoint and Outlook o Effectively able to use computer software and technology to organize and present client data and information
  • Knowledge of Cvent is an asset, but not require
• Fluent written and spoken English is essential, with strong business communication skills
• French language skills are an asset 
• Database Management knowledge is an asset

Additional Requirements

The Project Events Coordinator will require travel and work on evenings and weekends.

• May be required to be outdoors for extended periods of time
• Moderate lifting especially during on-site execution of events, and aconsiderable amount of walking and standing is expected 

Benefits

• Competitive salary starting at $55,000 annually, with opportunities for growth.
• Health and dental benefits.
• Friendly and collaborative work environment.

*Please note: Interviews will begin in early January once teams return from the holiday break

MCI is where you can bring your true self to work and be proud of what you do. Join us and make a difference