Event Coordinator

Company

Federal Reserve Bank of Chicago

This position plans and executes in person events and supports on-site planning for hybrid events.

This includes coordinating audio visual needs, catering deliverables.

In addition, this position is responsible for supporting Hospitality Services, in particular, special events, and bank meetings/conferences, in a variety of administrative and logistical responsibilities.

This includes supporting Senior Coordinators and liaising with partner departments to meet all client requests and needs.

This position has no direct reports.

You will report to the Hospitality Services Team Lead.

Location: Chicago-Onsite

You Will:


* Proactively supports the department answering phones, checking shared email box, handling inquiries for space and checking availability in the Event Management System.


* Interpret business partner’s needs and conceptualize overall event strategy to develop, promote and deliver in person events.


* Coordinate with the production and technical teams to test and deliver all event services while meeting established project milestones.


* Provides logistical support ensuring all client requests are met by checking room set-up, audio visual/technology, and catering are set according to department service and operational guidelines.


* Provides exceptional customer service in all interactions


* Proactively works with partner departments (i.e., Facilities, LEU, IT, Food Services) to resolve potential logistical issues in advance, or as they may arise.


* Responsible for administrative duties that include, but are not limited to, coordination and distribution of various logistical reports, creating daily room signs, managing supply inventory and ordering when necessary, etc.


* Administers hotel and ground transportation contract processes to include obtaining availability, rates, monitoring cut-off dates, assisting with rooming lists.


* Support initiatives to enhance event experiences and drive innovation.

Your Background:


* High School Diploma or equivalent experience, college degree preferred


* Minimum 3 - 5 years of direct conference/event planning and client service work related experience.

Working knowledge and experience of audio-visual equipment, set-up, operation and related systems


* Exceptional client service skills


* Demonstrated critical thinking and decision-making abilities


* Strong written and oral communication skills


* Excellent interpersonal and organizational skills, flexible, yet must be able to meet deadlines while working with a high degree of professionalism.


* Ability to work independently and as part of a team


* Ability to understand the department, Bank and client budgetary and expense constraints Must be flexible and have a demonstrated ability to work in a fast-paced environment, and capable of managing multiple priorities


* Proficient PC skills with experience using Microsoft Offi...