Conference coordinator job description

The hours are M-F from 8:30a-5p with early/late days/weekends based on the event schedule.

The Conference Center Coordinator reflects the mission, vision, and values of NM, adheres to the organization's Code of Ethics and Corporate Compliance Program, and complies with all relevant policies, procedures, guidelines and all other regulatory and accreditation standards.

Responsibilities:

Coordinate all conference and meeting activities including: room set-up, speaker arrangements, registration table set-ups, audio-visual requirements and confirmations.

Work flexible hours including days, evenings, and weekends to support our customers and large events.

Accurately enter all event information into the Scheduler Plus software system to ensure all staff have event information readily available and can respond to any/all customer requests.

Maintain a close working relationship with the Catering Department to ensure critical time requirements (for prep, set-up and break-down of catered functions) are scheduled appropriately according to specified time lines provided by the Catering Department for service excellence.

Daily performance is guided by the mindset of meeting hospital standard operation procedures, hospitality and customer service and is displayed through courtesy, caring and professionalism.

Perform quality and cleanliness inspections to ensure NMH standards are upheld; arrange for correction of deficiencies through the appropriate process.

Ability to set-up and use audio visual equipment; act as a back-up audio visual technician as needed.

Provide telephone coverage of main scheduling number.

Respond in a timely manner to online/emailed space requests.

Meet with prospective clients to plan meetings and tour through the facilities.

Ensure NMH Catering is involved when food/beverage is required for all groups over 25 people; share approved external caterers for groups under 25 people.

Follow-up with Catering, Audio Visual, department. Housekeeping staff, and client to finalize plans for event.

Follow-up before, during, and after event to ensure successful execution.

Ability to handle multiple tasks effectively and pleasantly and work under pressure to meet established deadlines and last minute requests.

Solicit feedback for improving the conference center process and discuss with Conference Center Manager.

Develop action plans to manage dissatisfaction.

Rectify meeting room discrepancies expeditiously so as not to interrupt valuable meeting time of customer.

Ensure all meetings adjourn as scheduled, paying special attention to back to back meetings.

Advise and support our Housekeeping staff in daily room set-ups and other activities.

Attend Conference Center staff meetings and other pertinent meetings.

Maintain production and ensure placement of daily event/meeting room signs.

Acquire full knowledge of Scheduler Plus software application including scheduling meetings, running reports, entering billing information, and back-up procedures.

Additional projects as assigned by department manager.

AA/EEO

Jefferies is looking for someone to assist with coordination & logistics of the firm's ~100 US conference & summits. The position will report into the Global Head of Conferences within Corporate Services.
Responsibilities include:

Update & organize data within multiple event databases
Research venues for events, including proposal & cost comparisons
Negotiate costs & contracts with vendors
Handle the submission of contracts & legal review
Work with vendors on banquet event orders, room blocks, audio visual needs, etc.
Create invitations, websites, signage & other marketing materials
Communicate with corporate & investor attendees on registration & other logistics
Create weekly status emails & attendee statistic excel reports
Manage individual event budgets & timelines
Execute events in collaboration with Equities & Investment Banking teams
Coordinate & lead virtual events using Zoom & preferred vendors
Onsite staffing for in-person events, including travel as needed

Requirements:

Preferred experience in corporate events, conferences, or corporate access
Proficiency in Microsoft Excel (experience in MeetMax & Zoom would be a plus)
Strong interpersonal skills, including written and verbal communication
Superior organization and adaptability skills with a high-level attention to detail
Ability to meet deadlines while managing multiple complex projects
Bachelor's Degree from 4-year institution
Travel approximately 15-20 times a year in addition to early mornings and/or late nights around local events

Qualifications At Jefferies, we believe that diversity fosters creativity, innovation and thought leadership through the infusion of new ideas and perspectives. We have made a commitment to building a culture that provides opportunities for all employees regardless of our differences and supports a workforce that is reflective of the communities where we work and live. As a result, we are able to pool our collective insights and intelligence to provide fresh and innovative thinking for our clients.

Jefferies is an equal employment opportunity employer. We practice equal opportunity for all, and all qualified applicants will receive consideration for employment without regard to race, creed, color, national origin, ancestry, religion, gender, pregnancy, age, physical or mental disability, marital status, sexual orientation, gender identity or expression, veteran or military status, genetic information, reproductive health decisions, or any other factor protected by law. We are committed to hiring the most qualified applicants and complying with all federal, state, and local equal employment opportunity laws. As part of this commitment, Jefferies will extend reasonable accommodations to individuals with qualified disabilities, as appropriate, under applicable law.

All employees must follow Jefferies' COVID-19 protocol policy, which is subject to change. Your acceptance of an offer means that you will comply with the COVID-19 protocol policy. Jefferies expects that you will work in-person in the office on a schedule set by your manager or the firm.
Primary Location: US-New YorkJob: Corporate Services/FacilitiesOrganization: CorporateSchedule: Full-time Job Posting: Sep 23, 2022, 7:11:49 PM

**Overview**

Public Consulting Group LLC (PCG) is a leading public sector solutions implementation and operations improvement firm that partners with health, education, technology, and human services agencies to improve lives. Founded in 1986 and headquartered in Boston, Massachusetts, PCG employs approximately 2,000 professionals worldwide-all committed to delivering solutions that change lives for the better. The firm has extensive experience in all 50 states, Canada, and a growing practice in Europe. PCG offers clients a multidisciplinary approach to meet challenges, pursue opportunities, and serve constituents across the public sector. To learn more, visit www.publicconsultinggroup.com .

**Responsibilities**

A major facet of PCG's marketing sales effort is participating in industry-specific professional conferences annually throughout the country. The Coordinator will work closely with the rest of the Conferences and Events team, internal Marketing team, and internal stakeholders to ensure the seamless planning and coordination of sponsoring, exhibiting, and/or attending these conferences.

**Specific Responsibilities Include:**

• Upon request, research in-person, hybrid, and virtual conference opportunities to examine costs to attend, exhibit, and/or sponsor. Present findings to project team(s) and provide strategy recommendations based on PCG's history with the show.

• As assigned, execute portions of conference plan life cycles. This includes registering personnel, procuring booth materials, shipping/tracking items, reporting expenses, communicating with project team(s), etc.

• Upon request, work with third-party vendors on team gift orders, private conference receptions, dinners, etc.

• As assigned, assist with planning and execution of internal company events, firm-wide events (physical and virtual), marketing team outings, , etc.

• Administrative duties: resolving credit card statements, cataloging inventory, etc.

**Qualifications**

Education: High school degree required. Bachelor's degree preferred.

Experience: 1-2 years of conference coordination experience required, preferably within a marketing department.

Required Skills:

• Excellent written and verbal communication skills.

• Strong organizational skills.

• Must be detail oriented.

• Able to prioritize projects and tasks.

• Able to handle multiple tasks in a fast-paced environment.

• Ability to work with all levels of management.

• Strong customer service-orientation and interpersonal skills.

• Strong working knowledge of MS Office (Word, Excel, PowerPoint, and Teams).

• Must be able to lift 25 pounds

\#LI-remote

**EEO Statement**

Public Consulting Group is an Equal Opportunity Employer dedicated to celebrating diversity and intentionally creating a culture of inclusion. We believe that we work best when our employees feel empowered and accepted, and that starts by honoring each of our unique life experiences. At PCG, all aspects of employment regarding recruitment, hiring, training, promotion, compensation, benefits, transfers, layoffs, return from layoff, company-sponsored training, education, and social and recreational programs are based on merit, business needs, job requirements, and individual qualifications. We do not discriminate on the basis of race, color, religion or belief, national, social, or ethnic origin, sex, gender identity and/or expression, age, physical, mental, or sensory disability, sexual orientation, marital, civil union, or domestic partnership status, past or present military service, citizenship status, family medical history or genetic information, family or parental status, or any other status protected under federal, state, or local law. PCG will not tolerate discrimination or harassment based on any of these characteristics. PCG believes in health, equality, and prosperity for everyone so we can succeed in changing the ways the public sector, including health, education, technology and human services industries, work.

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**Job Locations** _US-MA-Boston_

**Posted Date** _1 month ago_ _(9/1/2022 2:33 PM)_


**_\# of Openings_** _1_

**_Category_** _Marketing_

**_Type_** _Regular Full-Time_

**_Practice Area_** _Corporate_

Public Consulting Group is an equal opportunity employer. All qualified applicants receive consideration for employment without regard to race, color, religion, gender, national origin, age, sexual orientation, gender identity, protected veteran status, or status as a qualified individual with a disability. VEVRAA Federal Contractor.