Meeting Coordinator

Your Event Solutions is a multi-award winning global meetings and events company delivering innovative and powerful experiences for the world's biggest brands. We are the meetings and events division of ALTOUR, an Internova Travel Group company. Our parent company, Internova Travel Group, is one of the largest travel services companies in the world.

We are looking for a Meetings Coordinator to join our clinical education team dedicated to a global medical device company. The role will work closely with other US-based meeting planners and support team, the client's internal planning team and our clinical education team based in Halifax, UK.

An ideal candidate will have an interest in events as a career, but is also driven by administrative tasks and data management. You will have outstanding attention to detail, be a natural negotiator, have a can-do attitude and excel at multi-tasking. You are friendly, have proficient communication skills and are known for being personable with clients and suppliers alike.

The salary range on this job posting/advertising has been developed to give applicants a wide range to comply with pay transparency laws in all states and geographical areas. Many factors, such as years of experience, geographical location, budget etc. are considered when determining the starting rate of pay. The salary range posted represents the pay range for U.S. candidates. If the job posting indicates that the role is available for international candidate consideration, the salary range will be based on the local market for the country where the candidate would be working.

This role may be eligible for an incentive, commission, bonus, or a discretionary bonus program based on the company's financial goal achievement and individual performance.

This role is fully administrative, supporting a team of meeting planners and coordinators
• CE Certificate Creation & Attendee Communication: Our team handles requests from doctors and team members who have lost, misplaced or are unable to download their certificates.
• Flyer creation: Update template with pertinent information and distribute to stakeholders
• Coordinate important dates on calendars: deposit due dates, attrition release, rooming list due dates, etc.
• Support attendee registration (adding, editing registrant information)
• Marking attendance post-event
• Create name badges and facilitate printing/shipping with vendor
• Coordinate supply shipments to events via fulfilment vendor
• Day-to-day operations: file creation, maintain accuracy in meeting management software across all events, reconciling event invoices, budget entry
• Maintain detailed records and ensure all program data is accurate and up-to-date
• Collaborate with internal planning team on weekly calls
• Maintain yearly event calendar
• Attendee communication, providing information and advice in a professional/consultative manner
• Daily data entry, running and crosschecking reports in Cvent, Salesforce, Smartsheet and Zoom

• 1-3 years of administrative experience
• Knowledge of Cvent, SalesForce ,and Smartsheet is highly preferred but not required
• Ability to manage a high volume of projects at one time
• Strong verbal and written communications skills, excellent interpersonal skills
• Ability to manage and prioritize multiple programs/tasks, with a high level of accuracy and attention to detail
• Strong customer service skills, approaching work with a friendly, energetic, and calm demeanor
• Ability to manage timelines and set realistic expectations about deadlines
• Able to work with minimal supervision
• Strong organizational skills
• Solutions-based attitude with an aptitude for innovation
• Proven time management, problem solving and organizational skills
• Ability to work collaboratively within a team, but also thrive with minimal supervision
• Position is 100% remote. Will require occasional office visits to Raleigh, NC, United States.

Internova Travel Group is an Equal Opportunity Employer. We make employment decisions without regard to age, race, religion, national origin, gender, disability, veteran status, genetic information, sexual orientation and gender identity or any other protected class.

Our benefit offerings include choice of two medical plans and two dental plans, vision insurance, flexible spending accounts (FSAs), company-paid life insurance and AD&D, optional additional life insurance and AD&D, disability insurance, paid parental leave, paid time off, 401k Plan with company match, discounted employee travel options, access to LinkedIn Learning webinars and courses. Discounted pet insurance and auto, home, & renters insurance.

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