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Corporate Events Coordinator


Jul 11, 2019

Lake Bluff, IL

Temp To Perm

Agent: Beverly R.

Job #: 149755

Job Description

Vitamin T i seeking a Corporate Events Coordinator for an awesome company in the financial space. This person will be responsible for event planning, design and production for key events within defined time limits. In addition, you will serve as the primary liaison with staff, working directly with the Division Leader responsible for the event, third-party vendors (e.g., SDI) and clients for external/internal events within the enterprise.

  • Events may include the Producer Conference, Sales Incentive Trips, Leadership Summits, larger broker events, etc. Coordinates and develops all event marketing promotions. Key Accountabilities:Event coordinationLead program/event teams (working with design team, Sr leadership, Mkt)Gather necessary information about the event from the applicable or third-party contact to ensure all facets of the event are understood and mapped out for successful execution. Attend site visits, as needed, to allow successful execution of the event plan event (e.g., seating, décor, etc.). Review and revise room layouts for each event as necessary.
  • Assist with negotiations for space and booking of event space, as needed, including scheduling facilities and services as required. Help select/secure/coordinate with speakers, vendors and participants. Coordinate/monitor event timelines to ensure deadlines are met, including coordinating activities of staff and/or clients for each event. Recognize, analyze and solve event-related problems and issues as they arise. Propose new ideas to improve the event planning and implementation process.
  • Serve as key point person with  sales team and leadership for follow-up questions related to events.
  • Marketing promotions Lead large internal/external campaigns. Supervise all aspects of multi-piece communication campaigns awareness of products, brand, value propositions, etc. Ensure communications are delivered on time and on target according to client criteria. Develop materials for internal/external campaigns including online and printed newsletters, digital pieces, emails, slicks, brochures, posters, table tents, and displays for clients.
  • Concept and collaborate with clients and designers/writers to ensure the best communications product. Initiates, coordinates and/or participates in all efforts to promote the event. Create and work with Design to develop all event-related promotional materials, including microsites, invitations, registration emails, cross-promotion, giveaways, direct mailings, conference mobile apps (if applicable) and more.
  • Manages coordination of presentations to ensure the overall message/theme is consistent and clear for each event/conference. Financial/Budgets/ReportingWork with Business Leader responsible for the event and legal to obtain contract approval. Work with Business Leader and external vendors to calculate budgets and ensure they are adhered to. Keep track of/maintain event finances, including check requests, invoicing and reporting. Keep Business Leader responsible for the event apprised of the event/conference status. Put analytics in place for microsites, mobile apps, etc., to help report out on the success of the event. Work with finance to ensure financial closure for each event.
  • Requirements:
  • At least five years of marketing, event planning, creative writing and graphic design experience required. Skilled at anticipating project needs, prioritizing multiple deliverables, working with outside vendors and internal staff to successfully execute the event on time and within budget required. Proficient in Microsoft Office, social media and other technology (e.g., Workfront, mobile app), as required
  • Ability to develop and maintain excellent working relationships with internal staff and third-party vendors requiredExcellent writing skills and creative skills with heavy knowledge of promotional writing for microsites, direct mailers, HTMLs and promo giveaways required.
  • Detail-oriented and able to organize large projects to stay on task and keep others on task, as neededAbility to learn quickly and be comfortable asking questions and seeking answers requiredStrong oral communication skills, willingness to acknowledge inquiries and be responsive/proactive with current project requests and status requiredAbility to travel 50% of the time required
  • Bachelor’s degree in English, Marketing, Public Relations or Communications preferred.
  • Familiarity with analytics and/or database management with the ability to develop meaningful reports preferred. All qualified applicants will receive consideration for employment without regard to race, religion, color, national origin, sex, age, or disability. Required SkillsRequired Experience


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