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Event Coordinator
3 months ago
Description:
Role Purpose
To support the Logistics team in the delivery of Gartner's must-attend global conference portfolio, in-person programs. Responsible for supporting the development, management and execution of various conference elements relating to logistics and production.
Primary Responsibilities
- Supporting the flawless delivery of ANZ Conferences conferences) while working as part of the global event operations team
- Plan, organize, and execute event logistics with guidance from Conference Manager from initial stages of development, through onsite and conference wrapup.
- Supporting with venue management including but not limited to rooms, meeting facilities, F&B and housing
- Supporting with Event management including but not limited to A/V, speaker management, registration, branding and signage
- Manage the shipment of all freight to onsite conferences
- Book and arrange for the temporary staff to support the event and manage them onsite
- Connect and liaise with internal volunteer team
- Communication and collaboration across event teams to ensure seamless delivery of first class events
- Supporting the Conference Manager on conference budgets with direct responsibility for some line items and helping produce accurate monthly forecasts and manage expenses effectively.
- Work with manager on cost negotiations, proposals, contracting and terms and conditions for suppliers.
- Liaise with key conference partners and team members (internal and external) to ensure successful conference execution; build and maintain good relationships by establishing trust and a working partnership.
- Actively participate in the process of reviewing, enhancing and executing event features and programs, analyzing attendee feedback to ensure we are delivering exceptional, relevant event experiences
- Follow standard operating procedures in line with the global standards
- Be a key member of the global event operations team build effective relationships with peers in all regions, take and share best practices to continuously raise the level of our events across the world
- Collaborate to drive ANZ Summit strategy to increase attendance and exhibitor retention.
- Support other Business Units onsite at VIP dinners, summits and client events
Expected Results
- Achieve operational excellence and execute conferences on time, within budget and with great attention to detail.
- Build and maintain excellent working relationships, both internally and externally.
Education
- Bachelor's Degree or higher
Professional Experience
Years Event Management experience
- Proven event operational skills including production schedules, budget management and event staffing
- Project management experience on detailed programs with multiple variables and dependencies
- Proven experience in managing agency and vendor partners
Key Competencies/ Knowledge, Skills & Abilities
- Strong interpersonal and relationship building skills especially with senior level professionals, crossfunctionally and with agency partners
- Creative, innovative and strategic thinker with a strong attention to detail
- Strong financial management skills
- Motivated team player with desire to learn and grow
- Excellent written/oral communication and presentations skills
- Demonstrated ability to adapt, implement and manage change and strive for continuous improvement
- Ability to thrive in high pressure situations
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