Event Coordinator

Description POSITION SUMMARY: The Event Experience Coordinator supports the successful delivery of Visit Milwaukee's event experience programs and services. This position serves as the primary administrator of the department's CRM, ensuring timely and accurate event data, documentation, and reporting. The coordinator provides administrative, client, and program support for tentative and definite convention business and coordinates key Event Experience initiatives, including welcome services, convention surveys, housing, collateral fulfillment, and giveaways. The position works collaboratively with internal teams, clients, hotel partners, and other stakeholders to help create a seamless and positive experience for our clients and visitors. ESSENTIAL DUTIES AND RESPONSIBILITIES: Event Experience Administrative Support Provide administrative support to Event Experience department leadership and managers as assigned. Serve as the primary administrator of the departmental CRM, ensuring timely and accurate entry and maintenance of event status, hotel pickup, document flow, and other information needed for weekly and monthly reporting. Generate reports, searches, and queries from the CRM and other sources on a weekly, monthly, and as-needed basis. Maintain departmental records, files, service packets, and related materials. Prepare and distribute correspondence, event alerts, reports, and other departmental communications. Process purchase orders and other required financial and administrative documentation. Support Sales and Event Experience department meetings, including scheduling, document preparation, meeting setup, attendance, and taking minutes as needed. Attend and assist with client and internal Visit Milwaukee events as needed. Coordinate company-wide and department partner visits. Assist with internal office meeting setup. Provide backup administrative support to other Sales team support staff as needed. Staff the reception area on an as-needed basis. Client and Event Programs Coordinate the Welcome Program for clients, including maintaining, ordering, and distributing banners, signage, and electronic signage for upcoming events. Maintain the event alert program and distribute event-related email alerts to Visit Milwaukee partners and staff. Coordinate the convention survey program, including administering web-based surveys and maintaining survey checklists and tracking within the CRM. Coordinate communication between Event Experience managers and clients to support survey follow-up and completion. Prepare and distribute final convention survey reports to the Convention Sales and Event Experience teams. Support external service requests, including entering leads into the CRM and coordinating collateral requests. Coordinate collateral material orders for convention clients and Visitor Information, including delivery of materials as needed. Housing Program Support Coordinate the Housing Program for client groups utilizing Visit Milwaukee's housing bureau. Maintain the Meetingmax online housing platform and ensure hotel housing contracts are accurately entered into the system. Respond to housing-related inquiries from clients, attendees, and hotel partners. Coordinate post-event invoice requests for participating hotels. Visitor Information and Giveaway Program Support Serve as the primary backup for the Visitor Information desk and daily mailings. Oversee the Giveaway Program, including coordinating the giveaway committee, ordering and distributing giveaway items, taking inventory, and managing the program budget. Attend relevant industry training and events as appropriate. Represent Visit Milwaukee at events as needed. Perform other duties as assigned. Requirements QUALIFICATIONS: Required Education and Experience High school diploma or equivalent required. Associate degree or other two-year degree in a related field preferred. An equivalent combination of education, experience, and training that provides the knowledge, skills, and abilities necessary to successfully perform the essential functions of the position may be considered. Minimum of three years of related experience in account services, event management, or a related field. Required Skills, Knowledge, and Abilities Exceptional written and verbal communication skills, with the ability to communicate and represent Visit Milwaukee in a clear, concise, and professional manner. Strong organizational and time-management skills, with demonstrated ability to manage multiple projects, priorities, and deadlines with minimal supervision and strong attention to detail. Advanced proficiency with Microsoft Office applications and experience working with databases and customer relationship management systems. Demonstrated ability to build and maintain positive client and stakeholder relationships. Strong commitment to diversity and inclusivity in the workplace. Ability to communicate effectively with and present to audiences representing racially, ethnically, socioeconomically, and otherwise diverse communities. Demonstrated professionalism, tact, sound judgment, and discretion when interacting with internal and external stakeholders. Ability to take initiative, work independently, and contribute ideas and strategies that support departmental and organizational objectives. Commitment to continuous learning and professional development. Ability to travel by air and vehicle as required for the position. Valid driver’s license required. PHYSICAL REQUIREMENTS Ability to work at a desk, operate a computer keyboard, and view a computer screen for approximately six to eight hours per day. Ability to communicate effectively by telephone and in person. Ability to bend and stretch to access files, materials, and equipment. Ability to occasionally lift and move boxes and small equipment weighing up to 50 pounds. Ability to stand and/or walk for extended periods of time as required. This position requires occasional travel by business vehicle, personal vehicle, and airplane. NOTE: This job description is not intended to be all-inclusive. Employee may perform other related duties as negotiated to meet the ongoing needs of the organization. Important: Due to the volume of applications, we are unable to contact every applicant. If you do not hear from us, it means that we have moved forward with another candidate who more closely meets the qualifications for the position. Visit Milwaukee is proud to be an equal opportunity employer. #J-18808-Ljbffr