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.
-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
-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