The Conference Coordinator will support a variety of functions across the Conference Strategy team in Capital Group's Conference & Events group.
location: Los Angeles, California
job type: Contract
work hours: 8 to 5
education: Bachelor's degree
experience: 4 Years
Primary Responsibilities/essential functions to support the Conference Strategy team:
-Travel booking and coordination for all top tier conferences for CS member
- Process and submit travel reimbursements
-Arrange flight itineraries & manage hotel reservations through conference hotel block
-Coordination and execution of all booth property orders with vendor (DERSE)
- Manage all exhibit property orders and track property to ensure proper delivery to show or advance warehouse sites.
-Responsible for maintaining and tracking booth premiums (accessories) quantities.
-Ensure vendor online ordering system accuracy. Help streamline experience and timing.
-Process all literature orders & ensure timely delivery in conjunction with booth property shipment
-Lead and coordinate all Tier 2b and 3 conferences, including ad-hoc requests (~30-40 a year)
-Coordinate with sales lead on literature request and table order
-Coordinate with event organizers to ensure receipt of all marketing deliverables
-Conference Registration for all CG associates attending Top Tier Conferences (including conference travel information emails)
-Booking and coordination of Top tier and regional networking events (12 to 150 people)
- Manage venue sourcing, negotiating, contract approval process and end to end coordination (dinners/receptions)
- Manage all Cvent deliverables for conferences (event creation, attendee management, maintenance, reporting, etc.)
-Conduct internal feedback surveys and prepare reports for Top tier conferences
-Invoice/expense processing and corporate card reconciliation
- Maintain Marketing Incremental budget (corporate credit cards and invoices)
- Data entry and retrieval with CRM tool, Salesforce.com
-Create and update marketing events for all IR conferences
-Track and upload attendee lists for each marketing event in SFDC
-Submit Speaker resource requests
-Pull reports as needed for audience segmentation, and other metrics captured
-Documentation of tasks, development of logistics "checklist" and coordination best practices
-Create Know before you go documentation and ensure timely email communication to sales team
-Maintain team calendar and help support CS member with complex calendaring/meeting set ups
- Ie. external client meetings, speaker prep calls, working group calls, Speaker/Sales calendar holds, etc.)
- Book meeting space & secure catering when necessary
-MRM data entry (Analytic/BI requests, time sheet, marketing deliverables print requests)
-Support for PowerPoint presentation development as needed
- Maintain event management LSO master file. Ensure accuracy as new information is received.
-Coordinate with internal resources for prompt delivery of conference assets/deliverables (LAO print, HRO-D, etc)
-Prepare agendas and capture meeting minutes and action items
-Demonstrates strong written and verbal communication skills; ability to effectively communicate with a diverse group
-Demonstrates strong detail orientation and accuracy, process orientation, organizational, and multi-tasking skills; ability to effectively manage an unpredictable workload and meet established deadlines
-Requires strong project and task management skills
-Requires proficiency with Microsoft Office tools. Particularly Powerpoint and Excel
-Knowledge of Saleforce.com and Cvent platforms
-Experience with events execution
-Requires at least 5 years of experience, preferably within a corporate environment and preferably within financial services
-Bachelor's Degree is preferred but not required
Equal Opportunity Employer: Race, Color, Religion, Sex, Sexual Orientation, Gender Identity, National Origin, Age, Genetic Information, Disability, Protected Veteran Status, or any other legally protected group status.
Qualified applicants in San Francisco with criminal histories will be considered for employment in accordance with the San Francisco Fair Chance Ordinance.
We will consider for employment all qualified Applicants, including those with criminal histories, in a manner consistent with the requirements of applicable state and local laws, including the City of Los Angeles' Fair Chance Initiative for Hiring Ordinance.