One of our large clients is seeking an Events Coordinator for a temporary assignment.
The Responsible Party will support the planning and execution of this event in coordination with the Program Team, the Graduate School, and the Events/Operations team. Support needed includes collecting and organizing event- and travel-related data (such as surveys, letters, and travel documents); providing information to the relevant staff to support the campus visits; supporting the planning of special events; providing day-of support during the workshops and special events, and supporting the follow-up activities after the conclusion of the event. This scope of work will not involve any direct patient care or clinical services.
Specific tasks include but are not limited to:
Planning support
Attending planning meetings
Taking notes of key actions and following up
Keeping us on track; Referring to checklist / planning document to ensure topics are addressed
Adapting/updating facilitator guide for event
Collecting/organizing event and travel-related data
Scholars/Event (in-person)
Meal survey for in-person attendees, follow-up with missing responses
Preparing list of allergies in a nice format to be shared with restaurants/hotel
Sending reminders to complete survey or submit travel documents
Updating spreadsheets
Printing/assembling name tags
Assembling gift bags
Help putting together a pre-travel PPT slide deck
Providing information to relevant client staff for cclient visit including campus visitor system and meal vouchers
Scholars/Event (remote)
Event survey for remote attendees
Helping to mail items for remote employees
Reception
Compiling email contact list for invitees
Managing/reporting out count of attendees
Day-of support during event
On-site support for Monday through Friday (specific dates/times to be provided)
Greeting guests/presenters at entrance and directing them to event space
Helping coordinate with SCEO during breakfast (going in, getting the people, etc.)
Runner for supplies, communicating between our team and Events teams/hotel liaison
Passing microphone, advancing slides (if required), or similar in-session support
Printing/making copies on-site at the hotel
Assisting with daily set-up and clean-up
Client will provide a Microsoft Office 365 account including a company email address, a laptop computer for completing work tasks, a physical meeting space/online platform for meetings, and a badge for access to the client office sites on days when in-person attendance is required.
The Responsible Party(s) is responsible for attendance of virtual and in-person planning meetings and select components of the July event (at the event location-downtown Memphis), barring a personal emergency of previously communicated conflict. The Responsible Party(s) should have the ability to work from home on the days/times that in-person meetings are not held.
Benefit packages for this role will start on the 31st day of employment and include medical, dental, and vision insurance, as well as HSA, FSA, and DCFSA account options, and 401k retirement account access with employer matching. Employees in this role are also entitled to paid sick leave and/or other paid time off as provided by applicable law.