Regional Events Coordinator

4 weeks ago

London, Greater London, United Kingdom Virtuoso, LTD. Full time

Virtuoso, LTD. is seeking a highly skilled Regional Events Coordinator to join our team. As a key member of our events team, you will be responsible for ensuring market relevancy with regional events and activities.

The Regional Events Coordinator will manage regional events and initiatives that drive brand awareness and optimize returns for Virtuoso events and other programs while maintaining global consistency across all regions as set by the Global Events Team.

This role requires strong organizational and time management skills, with the ability to work effectively with vendors and all levels of staff. The ideal candidate will have a proven track record of planning and executing events, with experience in the travel industry preferred.

Key responsibilities include:

  • Planning and executing events across the region, including destination and hotel search, event budget development and maintenance, contract negotiation, registration management, event operations planning and on-site execution.
  • Scheduling and communicating logistical details of assigned meetings and events with internal departments.
  • Gathering all necessary details to build online registration sites for all events.
  • Responsible for destination and hotel availability search, collecting hotels responses, and creating detailed OpEx budget to determine estimated event costs and projected margin.
  • Negotiating vendor contracts to maximize favorable terms and deadlines for the event.
  • Liaising with hotels on event details, including room setup, menu selection, room block pick up report, final bill audit, etc.
  • Collaborating with other internal departments on tasks related to the success of the events assigned.
  • Creating, duplicating, distributing and assembling meeting and event materials, including name badges, tent cards, signage, packets, and other creative materials as requested.
  • Providing onsite support when traveling on assigned events, as necessary.
  • Generating and understanding registration reports for assigned events, with the ability to do mail merges for communication with attendees.
  • Scheduling and managing team meetings related to the event, including kick-off meetings, event operations review before event operation, event debrief after event operation, Virtuoso Staff pre-con, and other meetings as needed.
  • Managing tight turn-around projects in an atmosphere that is conducive to changes and delays.
  • Assisting, traveling and operating global events in conjunction with global events' team as determined by the Director, Events Operations without conflicting with regional duties and events' schedule.
  • Participating in Global Events Calls as time zone permits, and reviewing meeting recordings if the time zone does not allow for in-person participation.

Requirements include:

  • Bachelor's Degree in Tourism and Hotel Management highly desirable.
  • 3+ years of proven experience with planning and executing events.
  • Travel industry experience preferred.
  • Proved Bilingual, as dictated by the region.
  • Position is 100% remote.
  • Proficiency in Microsoft Office applications, including mail merges, PowerPoint presentations, and basic Excel knowledge.
  • Excellent customer service skills and demonstrated ability to address and resolve complaints with a high degree of professionalism.
  • Pro-active and engaged with the ability to anticipate events and team needs.
  • Ability to work effectively with vendors and all levels of staff.
  • Understanding of diversity, foreign cultures, and customs.
  • Strong communication, presentation, and writing skills, demonstrated ability to exercise independent and sound judgment.
  • Strong organization and time management skills.
  • Ability to develop and manage assigned deadlines.
  • Able to read, understand, and update events' budget using Excel.
  • Ability to multitask, prioritize, and problem solve in a deadline-driven environment with strong attention to detail.
  • Ability to collect and analyze complex information, problem solve, and make decisions by applying advanced analytical skills. Strong collaborative skills in inspiring win-win-win outcomes.
  • Self-starter with the ability to work independently.
  • Ability to travel within region for events and long-haul destinations to support global events, as needed, including weekends and holidays when necessary (passport required).
  • Ability to work nights and weekends when necessary to prepare for event(s).

Travel Requirements:

  • 25%+ of time for this role will be spent traveling, attending events, member conferences, and team meetings.
  • Travel will be primarily domestic but could include some international.

Type/Nature of Contacts:

  • Internal: This role will support the region and collaborate with the US Events Office. Key job contacts are primarily regional team, Marketing, Events team, Product Management, Partner Relations Regional Marketing Manager, and Regional General Manager.
  • External: Majority of time spent in market.

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