Events Coordinator

Job Description:

Events Coordinator

This role is a blended position of coordinator support to multiple members of the Fidelity Meetings & Events team and assisting with the planning and execution of events. The candidate will also support the execution of operational tasks for the Meetings & Events team in the logistics and execution of all programs both in-person and virtual.

The Expertise and Skills You Bring

The successful candidate must have the ability to take initiative and work independently as well as follow direction. Candidate must be very organized and able to balance multiple projects simultaneously under stringent time constraints. Incumbent must be a true teammate, willing to assume new responsibilities as they may arise, and flexible to working some overtime when required. The ideal candidate for this role is driven, organized, experienced, and ready to improve their network and skills!

• Bachelor's degree or equivalent experience

• 1-3 years experience in event coordination or event support

• Cvent Event Management/Database software experience

• Attention to detail

• Strong communication skills

• Ability to multitask and coordinate between different departments

• Analytical skills and knowledge in data management of events

• Fully proficient using Microsoft Outlook - Calendar management and scheduling

• Fully proficient in Microsoft Excel, Word, and PowerPoint

• In person events

• Build registration sites in Cvent

• Communicate with planners and key business partners on event logistics, registration status, scheduling, attendance and attendee feedback

• Plan for and execute the creation and printing of name badges, agendas, attendee lists, biographies, and all other meeting materials requiring production (tent cards, dinner cards, etc.)

• Run registration reports from Cvent for distribution to planning teams

• Cross check hotel rooming lists and travel manifests as needed

• Ship meeting collateral and supplies to off-site events and tradeshows

• Research premium items, negotiate pricing and maintain inventory status on and ship to events as necessary

• Assist with eReview

• Process invoices and follow up on status of payment, etc. on an ad hoc basis

• Research and source venues, premiums, speakers and ad hoc requests

• Arrange group and individual transportation

• On-site support for local events in Boston and New England to handle registration

• Other administrative duties as assigned

• Virtual Events

• Registration management within Cvent

• Create and build registration sites

• Build registration/calendar holds/confirmations

• Registration summary update to the planning team

• Scheduled weekly meetings to meet on deadlines

• Ensure that feedback from all events is collected, analyzed, and reported out to business owners.

• eReview registration site and communications

• Mailbox management

• Weekly Meeting Notes and distribution to planning team

• Replay Site creation in Cvent

• Data Analysis

• Collaborate with business units to determine reporting and dashboard requirements in Cvent

• Administrative

• Schedule meetings, arrange travel, handle expense reports for leadership team

• Scheduling meetings and taking notes when necessary for leadership team

• Builds ad hoc and customized reports and dashboards in Cvent