Event Operations Coordinator

hace 3 semanas

Mérida, Badajoz, España Worldstrides A tiempo completo
Job Description

The Operations Coordinator of Event Experience is responsible for creating effective recruitment strategies and procuring various assignments involving securing external communications and events.

This includes but is not limited to speakers and off-site visits for WorldStrides events.

This role is also responsible for administrative needs as they relate to arranged conference and speaking events, including managing budgets, updating CRM data, collaborating with internal stakeholders, and contact retention.

The role involves direct communication with internal staff, external partners, a close attention to detail, and an ability to make and support business decisions confidently.

Key Responsibilities:

  • Streamline communication between program teams, staff, vendors, and clients.
  • Research and maintain relationships and communication with professionals in the fields of leadership, business, entrepreneurship, engineering of public, and private sectors.
  • Work with internal teams of Program Management, Finance, Sales, Account Management, and Marketing to determine program requirements throughout the year.
  • Create logistics materials for use by program/field teams to enhance execution of arranged speaker and program events.
  • Collaborate with leadership to maintain organization VIP relationships.
  • Oversee administrative functions, including drafting and managing contracts, monitoring compliance with program budgets, and maintaining accurate planning and event documents.
  • Serve as liaison to field teams for assigned programs in the office and at program sites.
  • Work closely with marketing, sales, and program management team in the office on event development and alignment with program needs and goals.
  • Provide field support for applicable program events during Summer Months (June-August).
  • Financial tracking and oversight of deposits and invoices with all internal stakeholders to ensure that programs remain within budget.
  • Conduct post-event surveys with speakers to evaluate YvY retention and growth opportunities.
  • Conduct post-program debrief with staff to review venue and vendor performance, function space changes, and any issues/concerns that should be addressed.

Requirements:

  • Exceptional oral and written communication skills in English.
  • Bachelor of Arts or Science degree (preferred years professional experience in one of the following areas: Event Management, Experiential Education, Administration).
  • 2 years customer service or client-facing experience.
  • Serve as a professional representative of WorldStrides both internally and externally.
  • Excellent interpersonal skills and the ability to build relationships with cross-cultural stakeholders, including Staff and external partners.
  • Strong relationship development skills.
  • Proven ability to handle confidential information with discretion, be adaptable to various competing demands, and demonstrate the highest level of customer/client service and response.
  • Detail-oriented with ability to prioritize and work on various projects simultaneously.
  • Strong organizational and time management skills.
  • Ability to work autonomously within a small team environment.
  • Comfortable working in a fast-paced and deadline-oriented environment.
  • Demonstrated ability to achieve high-performance goals and meet deadlines.
  • Work in a hybrid environment, in office and from home.
  • Outstanding project management skills, including development, analysis, measurement, and reporting.
  • Strong problem-solving and critical thinking skills.
  • Demonstrated proactive approaches to problem-solving with sound decision-making capability.
  • Exceptional facility with Microsoft Office Suite including SharePoint Excel.
  • 1 Year experience with project management software, Smartsheet (preferred).

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