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Senior Global Events Specialist / Travel Associate

Lexington, MA 02421-7305

Posted: 10/04/2022 Employment Type: Direct Hire/Perm Job Category: Administrative Job Number: 511869 Country: United States Is job remote?: No

Job Description


 

Senior Global Event Specialist / Travel Associate

Direct

Onsite

Lexington, MA 02421

Hours: 40 hours/week, 8: 30-5

Company: Biotech/Pharma, 250 employees

Interview Process: 3 rounds of video interviews.

Must Haves:
  • 5+ year’ experience working with corporate events
  • Microsoft Office Suite
  • Lifesciences/high tech/fast paced industry
  • Degree or comparable work experience

Nice to Have:
  • Social Media experience

     

We are seeking a motivated, organized, and driven individual to join our team as a corporate conference, Senior Global Event Specialist/ Travel Associate. You will lead in managing critical client-related events, industry conferences, and events for the organization. The ideal candidate will plan and execute high-level events that meet organizational goals and expectations.

The successful candidate will be able to balance creativity with logistics, budget approval, operational hands-on execution, and vendor management duties. This person should excel at multitasking and balancing big-picture concerns like venue and contractor selection with details like décor and meal planning, effectively utilizing resources and personnel to stage large- and small-scale events.

 

This candidate will also be responsible for all travel arrangements that include all business travel for employees, identifying the most cost-effective and efficient travel arrangements and making necessary reservations for accommodations, as well as handle any other travel related tasks. Schedules hotel, flight, car services and prepares itineraries. The corporate conference and travel coordinator will ensure that all conference and travel needs are met within the constraints of the company’s budget.

 

Our ideal candidate will have 5-8 years of experience and a passion for managing details and logistics. Attention to detail and process is critical.

 

Conference Planning and Production:
  • Negotiate space contracts or book event space
  • Arrange food and beverage, order supplies, equipment, and signage, and confirm suitable décor to meet brand expectations
  • Conduct research, make site visits, and find resources to help staff make decisions about event possibilities
  • Craft and review room layouts for each event
  • Suggest fresh ideas to make the event planning and implementation process better
  • Work as a link to vendors on issues relating to an event
  • Design and implement strategy to publicize events and promote sponsorships via working with media and public affairs team to organize press events and ensure messaging is timed and released promptly to effectively promote events
  • Create nametags, materials, notebooks,, gift bags, registration lists, seating cards, etc.
  • Promote conference, convention, and trades show services by performing tasks such as meeting with professional and trade associations, and producing brochures and other publications
  • Develop event topics and choose featured speakers

Conference Travel and Administration:
  • Prepare budgets and provide periodic progress reports to staff directors for each event project
  • Keep track of event finances including check requests, invoicing, and reporting
  • Provide effective coordination to event schedules and appointments on the calendar
  • Ensure event activities (including before and after event) are properly documented for effective internal and external communication drive
  • Conduct post-event evaluations to determine how future events could be improved upon
  • Follow event activities to ensure established laws and regulations are strictly followed and participants satisfied; also ensure any problem that may arise is quickly resolved
  • Read trade publications, consult with other professionals, and attend seminars to keep abreast of standards and trends in the industry
  • Researches and compares available travel and hotel accommodations to identify the best available option for each travel need
  • When travel arrangements are within approved travel reasons and budget limits, makes all arrangements and reservations as requested
  • Prepares travel itineraries and distributes travel arrangements and schedules to all appropriate staff
  • Obtains approval from leadership for travel requests and expenses that exceed established limits
  • Advises travelers of and assists with any need for specialized travel documents such as visas or passports
  • Monitors and facilitates the use of company air travel credit cards, frequent flyer programs, and other applicable rewards and loyalty programs
  • Manage scheduling of company plane for CEO
  • Required Skills/Abilities:
  • Excellent communication / interpersonal skills, including writing, proof reading, and speaking skills
  • Excellent customer service skills in addition to an attitude for quality service
  • Excellent organization skills and experience with project management
  • Ability to manage multiple projects and work assignments from a variety of staff and volunteers
  • Ability to accomplish projects with little supervision
  • Bachelor’s degree preferred; however, significant work experience can substitute
  • Proficiency in conducting online research, carry out event administration ability to apply the latest versions of Microsoft Outlook, Word, Excel, and PowerPoint
  • Experience with the social media and Web communications and publishing is an added advantage
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