Junior Event Coordinator

WHO WE ARE : Generis organizes and delivers industry-leading B2B conferences, allowing business leaders to discuss, learn, and network. We provide a platform uniquely designed for executives and professionals to connect. Our experience spans two decades of successfully developing and delivering high-quality business-to-business events and services across various industries. Generis was formed with the vision of redefining how knowledge transfer and face-to-face interactions take place. We see an opportunity to enhance the partnership experience by understanding how executives and professionals create and sustain successful relationships. Our commitment to delivering world-class content and connecting business ideas with relationship opportunities is the Generis experience. We are thrilled to have expanded our operations across both the North American and European markets.

The Event Coordinator role is for someone with 1+ years of previous event experience or fast-paced customer service experience looking to utilize and grow their operational and leadership skills within the Events Industry. The primary focus of this role is to provide support to the Operations department. Under the supervision of the Global Head of Events, the Event Coordinator will coordinate all Speaker, Sponsor, and Delegate communications, plan and execute event logistics pre, during, and post-event, manage and maintain event budgets, event timelines, and key deliverables. The Event Coordinator will oversee all event attendees, manage delegate attrition, attendee satisfaction, and maintain positive relationships with sponsors and contractors.

• There is a travel requirement for this role, so all candidates must have the ability and willingness to travel within Europe up to 10 times a year.
• Candidates must have the ability to work extended hours on their feet and lift up to 10-20 lbs (during scheduled events).
• This is an in-person position with remote work flexibility up to 2 times a week after 6 months of employment.
• Working hours : Normal business hours are 8 : 30 a.m. to 5 : 00 p.m., Monday to Thursday, and 8 : 30 a.m. to 4 : 30 p.m. on Friday.

This role is perfect for you if you are :

• A motivated individual who enjoys taking initiative and looking for ways to improve.
• Comfortable with administrative tasks and familiar with tools like Excel and Salesforce or other CRM platforms.
• A quick learner with an interest in supporting business goals and growth.
• A team player with good communication skills and a positive attitude.
• Organized and able to manage tasks effectively, ensuring they are completed accurately and on time.

Key Responsibilities :

70% Administration and Event Preparation :

• Act as the key liaison for delegates, speakers and sponsors once their participation has been confirmed by the sales team, ensuring continuous correspondence, collecting all collateral, and meeting deadlines for deliverables.
• Manage and maintain the master databases, within Salesforce, Google Drive and Excel, ensuring event data is up-to-date and accurate.
• Review audits and manage the accuracy of all event master databases. Perform audits on all events weekly.
• Anticipate and flag any challenges or threats to the success of the event.
• Act as the primary liaison with the event venue to ensure all setup details are organized and communicated clearly.
• Conduct preliminary negotiations with event venue (hotel) contracts and contracts with third-party vendors such as audio&visual partners etc.
• Conduct high call volume to secure delegate and sponsor outstanding information leading up to the event.
• Conduct preliminary walk-through calls with delegates and sponsors to ensure they understand the event experience and all aspects of the summit.
• Respond promptly, efficiently, and professionally to all inbound inquiries, including those received via phone, email, and text, ensuring a fast and timely resolution.
• Collaborate with all internal departments to ensure conference materials is submitted, produced, proofed, and delivered according to the deadlines (i.e. event show guides, event banners, event signage, event programs)
• Execute key event deliverables between delegates and sponsors while maintaining and supervising event logistics.
• Prepare preliminary event costs / budgets. Reconcile event costs post-show, including reviewing event invoices for accuracy and processing invoices.
• Use Wordpress to make minor web updates.

20% Onsite Execution :

• Develop the on-site event agenda outlining all activities that need to take place on-site for the proper execution of the event, including delegating tasks to Generis staff onsite.
• Lead staff meetings assigning specific tasks and timelines to onsite staff ensuring instructions are clear and direct.
• Manage Delegate / Sponsor check-in / registration process and event setup (packing folders, creating name badges, creating and setting up signage, etc.).
• Consistently liaise with hotel staff and management for event needs and requests (e.g., ensuring food and beverage are served and replenished appropriately, guest rooms are correct and in good condition, monitoring lighting, temperature, overall ambiance).
• Monitor and track Delegate attrition using Salesforce during the registration process.
• Run Delegate / Sponsor 1-2-1 meetings.
• Perform additional administrative duties as required.

10% Office Management / Administration :

• Assist in the planning and execution of office socials and events.
• Support the office supply ordering process.
• Assist with any facility issues and improvements

Skills Desired :

• 1+ years of event coordination or strong client relations / customer service experience.
• 1+ years of intermediate – advanced Excel experience.
• Salesforce experience or similar CRM experience is preferred.
• Exceptional ability to review and negotiate contracts.
• Highly organized with strong time-management skills and the capability to multitask effectively.
• Excellent professional and diplomatic communication skills—both written and verbal.
• Ability to supervise, assess risk, and communicate important information to the manager.
• Inclined to take ownership of a project and follow through to completion.
• Computer savvy—proficient in MS Word, Excel, and Google Drive.
• Comfortable working on a project both in a team atmosphere and independently.
• Able to work to deadlines with a calm manner.
• Responds well under pressure when faced with sudden challenges and can rectify a situation quickly and clearly with a cool, level head.

What We Offer :

• Opportunity to travel to summits and gain valuable client-facing and executional experience while collaborating with our global team.
• A fun, energetic, and dynamic working environment.
• High-growth environment with opportunities for career advancement.
• Monthly company-wide town hall meetings with announcements, awards, and social festivities.

Generis is an equal opportunity employer. We celebrate diversity and are committed to creating an inclusive environment for all employees. If you require assistance or an accommodation, please let us know.

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