EVENT COORDINATOR

Compass Group USA is a leading hospitality management company, and they are seeking a dynamic and detail-oriented Event Coordinator to join their team. This role involves managing all aspects of event coordination, serving as a key liaison between support departments and event hosts, and ensuring seamless execution of events for executive-level and C-suite stakeholders.

Responsibilities

• Act as the primary liaison between internal teams (e.g., catering, audiovisual, IT, and facilities) to ensure all event needs are met
• Collaborate with event hosts to recommend the best spaces and configurations to meet their needs
• Develop comprehensive run-of-show documents, detailing step-by-step timelines and responsibilities for all event aspects
• Oversee event setup, execution, and breakdown, ensuring all elements align with expectations
• Coordinate travel arrangements and accommodations for event hosts and VIP attendees as needed
• Manage scheduling and booking for event spaces, ensuring appropriate resources are allocated
• Provide guidance on audiovisual and IT requirements, ensuring all technical needs are addressed in advance
• Work closely with executive-level and C-suite employees to ensure their expectations are met with the highest level of professionalism
• Communicate regularly with event hosts to provide updates and gather feedback throughout the planning process
• Anticipate potential challenges and develop contingency plans to ensure events run smoothly
• Respond to last-minute changes or requests with efficiency and poise
• Report to the Conference Services Manager and assist with other tasks and projects as needed
• Manage vendor relationships and contracts as required
• Ensure compliance with company policies and safety regulations during all events
• Maintain detailed records of event expenses and budgets
• Assist in post-event evaluations to identify areas for improvement
• Inputs and maintains all reservation data for on site and off premise (other corporate site locations) events including inquiries, tentative and definite
• Details function sheets with specific needs & menu items
• Creates buffet signage and printed menus as required for each event
• Assembles and performs upkeep of organized event files including all correspondence, orders, invoices, payments, proposals, function sheets, etc
• Handles all phone and online event inquiries including all pertinent event information client contact, date, time, format, number of guests, location, etc
• Prepares proposals for events and submits staff requisitions
• Receives and processes all deposits
• Prepares final event invoicing and expense reports on a monthly basis

Skills

• Proven experience in event planning or coordination, preferably in a corporate setting
• Strong organizational and time-management skills with the ability to handle multiple events simultaneously
• Excellent communication and interpersonal skills, with the ability to interact effectively with all levels of staff, including executives
• Proficiency in event management software and tools is a plus
• Flexibility to work non-standard hours as required by event schedules
• Outstanding customer service skills
• Superior verbal and written communication skills
• Highly proficiency with Microsoft Office product suite (i.e. Excel, Word, PowerPoint, Outlook)
• Experience working in a technical/audiovisual environment
• Ability to work independently, prioritize effectively and make decisions when faced with ambiguity
• Ability to adapt quickly to change and maintain a flexible approach when providing customer support
• Able to remain mobile for extended periods during the workday
• Able to work flexible schedules to include evening and weekend hours
• Must be able to lift 50 pounds
• Work experience with reservation software platforms i.e. EMS
• Communications, Event Planning or Hospitality background

Benefits

• Medical
• Dental
• Vision
• Life Insurance/ AD
• Disability Insurance
• Retirement Plan
• Paid Time Off
• Holiday Time Off (varies by site/state)
• Associate Shopping Program
• Health and Wellness Programs
• Discount Marketplace
• Identity Theft Protection
• Pet Insurance
• Commuter Benefits
• Employee Assistance Program
• Flexible Spending Accounts (FSAs)
• Paid Parental Leave
• Personal Leave

Company Overview