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  Thursday, July 19, 2018    

MPI-CAC Job Bank  Listing

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Date Submitted:  7/18/2017

Position Available: 7/18/2017

Date Listing Closes: 8/18/2017

Event Coordinator
Company: Encore Event Management, LLC

Job Type: Meeting Planner
Position Location:  , ,

Compensation Type:  Salary
Compensation:  $40,000 - $45,000

Position Description:


Encore Event Management, LLC is a 3.5 year old company located in Hinsdale, IL. We provide meeting & event planning services to corporations around the country.  We handle 30+ programs a year ranging anywhere from small sales meetings and incentives, to large conferences for hundreds of attendees.  We offer the best team/coworkers you will find anywhere, extensive training and professional development, and the opportunity to work in a fast paced, team oriented, environment.  The team at Encore has been in the industry for over 15 years with (2) full time employees and (7) travel directors who work on a project basis.

We are looking for an Event Coordinator to join our team to support our President and Account Manager to assist with planning, execution, and management of corporate meetings/events.  Including rfp’s, site selection, contract negotiations, registrations, and planning of all logistics and budget management.

Some travel will be required to assist with on-site events.


-Maintain outstanding client communications and relationships via phone contact and written correspondence.

-Creatively assist with the research, development, budget and proposal process of customized events and meetings based on the specific client needs.

-Creatively write and update venue, activity and all other descriptions for our proposals.

-Integrate multi-media components into sales proposals and other sales tools.

-Accurately prepare contracts for clients based on final negotiated proposals.

-Select and negotiate with vendors and suppliers products & services that yield the best financial return for both the client and Encore Events.

-Assist program managers in all aspect of program coordination and operation as directed.

-Assist with on-site program operation under the direction of the management team. On-site event operation involvement to include: coordinating vendors & suppliers, managing freelance staff, set-up and tear-down of registration desk and Encore office.

-Maintain and continuously expand industry knowledge by performing site inspections, attending seminars, classes, meeting and ready industry/destination materials.

-Meet deadlines and handle multiple priorities in an urgent manner.

-Maintain client files to include close sheet, final billing and expense reconciliation.

-Create program timelines and ensure all team members are on track with deliverables.  

-Build and manage program online registration sites using RegOnline or Cvent

-Manage client communication for each event.

-Create and manage hotel rooming lists

-Create and print registration pack materials: badges, registration packets

-Send out pre-program final details

-Create and order event signage

-Book attendee airfare with airfare partner

-Transportation: create manifests for airport and event transfer needs; determine staffing needs

-Creatively assist in the research, development budget and implementation of proposals and contracts

-Assist with getting costs for budgets

-Create proposals for new programs from start to finish.

-RFP: manage complete process from building the RFP, submit to hotel, negotiate terms, compile RFP summary

-Hotel Contracts: ability to review, negotiate, secure program details and concessions.

-Vendor Contracts: ability to review, negotiate, and secure items needed.



-Bachelors degree

-The office is based out of owners home in Hinsdale, IL.  It will be necessary to work together on a daily basis unless the owner is traveling, then the coordinator can work from their home.


-Excellent written and oral communication skills

-Experience with all Office 365 applications – Word, Excel, PowerPoint, Adobe

-Extremely detail orientated and organized

-Responsible and responsive

-Adaptable to the needs of the team

-Comfortable in fast-paced environment

-Quick learner

-Strong communication skills

-Critical thinker and problem solver

-Demonstrate ability to prioritize multiple tasks and projects at once

-Must drive a sense of urgency and accuracy

-Some travel will be required

-Excellent customer service

-Self motivated

Some Travel

Send Resume to: 

Please email your resume to cbrown@encore-events.com and someone will be in touch.


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