Senior Events Coordinator Jobs

About Etherio

At Etherio, we have a simple but big vision: bringing people together to accomplish great things. Every day, we deliver innovative and unmatched solutions for our corporate and association clients - one meeting, event, or membership experience at a time.

Whether in-person, virtual, or hybrid, we’re redefining event experiences. We’re also advancing the stories of a diverse set of local, national, and global associations and nonprofits. In everything we do, we start with understanding our clients’ “why”. Because we know that it’s not so much what they do, but why they do it that compels people to embrace and engage with products, organizations, and brands. We create value for our customers by delivering solutions that power relationships at scale.

Etherio nurtures and deepens the capabilities of our people. Here, we live our Core Values every day. Whether you work in our office or another location, we're also committed to your learning and growth. Our goal is for you to feel empowered to work out loud with a diverse team of professionals who are learners and teachers together, enhancing each other's strengths. Our pace of work supports fast learning and freedom to think big.

Joining our team comes with perks that support you in your personal and professional journey. Benefits include:

• Flexible and hybrid work schedules
• Medical, dental, vision and more
• 401(k) with matching
• Generous paid time off

Our approach has scored us many industry awards over our 30-year history, including 16 consecutive years on the CMI 25 – North America’s Top 25 Meeting & Incentive Companies. As leaders in the industry, we're always exploring new ways to solve challenges for our clients.

Etherio is committed to embracing diversity and inclusion in our hiring practices and in experiences as Etherio employees.

Senior Events Coordinator

As a Senior Events Coordinator, you will work on a client team under the direction of a Specialist, People Manager or Senior People Manager to establish and maintain procedures; may work concurrently with multiple meeting management teams and or clients. We’re always striving to find ways to do things better, ensuring our customers have the best experience possible, so we look to our employees to help us improve.

Principal Duties and Responsibilities can include:

• Develop client/meeting timeline with input from project lead
• Develop proficiency with utilizing multiple registration systems, including Cvent
• Follow-up with registrants regarding outstanding payments pre- and post-event
• Research and gather estimates for budget planning and development
• Collect and maintain board/VIP communications and travel arrangements
• Maintain compliance with Payment Card Industry (PCI) policies and procedures
• Other duties as assigned
• Manage and coordinate conference speakers
• Maintain and report on timeline and action items
• Manage special events hosted during meeting – i.e. dinners, special board meetings
• Assist with various areas of registration projects, including inventory management, badge printing, on-site preparation, reporting, and communication
• Produce auditable results by processing credit card transactions and applying check payments accurately and efficiently
• Set up, maintain and distribute client meeting conference call agendas and minutes/communications
• Provide reconciliation reports and work with Accounting Department to generate invoices
• Cross-train and assist as backup on an as needed basis for all registration clients
• Research and contact potential suppliers to support event(s)
• Work with Exhibit/Sponsor manager on logistics and communications
• Review contracts from suppliers and provide input to project lead
• Accurately enter and maintain data to ensure accuracy and consistency of information

Minimum Requirements

• Positive attitude and ability to be self-motivated
• Exhibit project management and leadership skills
• Ability to interact well with internal and external clients
• 1-4 years of customer service or meeting management related experience
• Self-managed, adaptable and flexible
• Strong organizational skills and ability to multi-task and prioritize
• Experience in Microsoft applications
• Strong written and verbal communication and interpersonal skills
• 2 to 4 years Cvent experience
• Sound judgment
• Bachelor’s degree, equivalent experience, or 2 years of meeting planning experience

Essential Physical Functions

• Ability to travel up to 25%
• Sitting for long periods of time at a desk
• Rare but occasional lifting, up to 30 lbs