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Project Coordinator

Schaumburg, IL
Job Description

This role is for an experienced event planner to plan, manage, and execute meetings, events, and conferences for NA M&SS. Responsibilities include:
  • Coordinate with internal staff and vendors to establish event requirements
  • Plan and facilitate logistics to include contract negotiations, attendee lists, lodging, transportation, venue preparation, presentation materials, security, catering, entertainment, equipment, de ´cor, marketing
  • Locate resources, conduct site visits, and lead pre-event meetings to help staff make decisions about all activities related to the event, meeting, or conference
  • Create, distribute, and respond to requests for quotes (RFQ) and contract for venues.
  • Schedule and coordinate resources for meetings and events hosted at company locations
  • Manage cost containment, equipment logistics, venue/room setup
  • Serve as a liaison to staff and vendors throughout the planning and execution process
  • Establish, document, organize, and archive procedures and processes for events
  • Build and maintain a comprehensive database of industry contacts, vendors, venues, RFQs, historical information such as quantities, meals, etc.
  • Manage issues as they arise before, during, and after event
  • Comply with legal, insurance, health, and safety regulations and policies at all times

Specific Knowledge/Skills:
  • Bachelor's Degree is REQUIRED
  • Ability to work collaboratively with support, program, regional and territory organizations.
  • Proven success in managing event planning and coordination and ensuring projects progress according to a committed schedule and budget
  • Leadership skills and ability to effectively delegate and hold resources accountable
  • Strong interpersonal and communication skills
  • Experience in building and maintaining positive business relationships
  • Excellent communication (oral, written and presentation), interpersonal, organizational, problem-solving, multi-tasking, and time management skills
  • Excellent negotiation skills.
  • Highly motivated, creative, flexible, detail and results oriented without losing sight of the big picture
  • Ability to establish oneself as a trusted advisor, handle pressure, and make good decisions quickly
  • Ability to work remotely or in an office with some travel
  • Strong team player who is willing to provide assistance where and when needed to meet project deliverables and deadlines
  • Tech savvy; ability to learn new technology quickly.

Basic Qualifications
  • 5+ years of cumulative work experience in event planning and/or project management, communications, training, operations and/or related field
  • Experience with Microsoft Office and/or Google applications is required
  • Ability to work long hours outside of the normal work schedule during events
  • Ability to sit, stand, walk, and travel up and down stairs, crouch, stoop, and reach
  • Ability to travel up to 30%
  • Ability to lift up to 25 lbs.

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