Senior Events Coordinator

The Senior Events Coordinator is responsible for collaborating with meeting and event management on logistical implementation of organizational meetings and events. The Senior Events Coordinator manages meeting data, assists with contract negotiation, and aids Hadassah departments with the coordination of registration and other tasks involved in the successful implementation of Hadassah’s National Convention, Mid-Winter meetings, and special events.

Duties and Responsibilities

• Facilitate hotel and travel for all in-person Executive Committee Meetings
• Facilitate Request for Proposal process for all national meetings up to 75 attendees.
• Work with Director, Special Events & Meeting Services on contracts for smaller meetings.
• Work with Marketing & Communications Team designing registration materials including delegates, guest, speaker and staff registration forms.
• Coordinate the writing and production of meeting materials with Marketing & Communication
• Prepare BEO’s and coordinate logistical arrangements for meeting interfacing with all organizational departments to acquire this information.
• Coordinate and assign hotel meeting space with meeting room requests.
• Prepare a guide booklet interfacing with all organizational departments.
• Process purchase orders, invoices, check requests and other budget matters.
• Contact meeting venues to confirm arrangements; troubleshoot and solve problems with venues.
• Review meeting room set-ups; ensures that facilities are satisfactory.
• Implement all onsite hotel logistics and BEO arrangements at meetings.
• Work with production team in identifying audiovisual needs.
• Provide day-to-day support to Director, Special Events & Meeting Services
• Other duties as required.

Required Knowledge, Education, Experience

• BA or 4+ years equivalent work experience
• Computer proficiency (Excel, Word, Outlook, database)
• Knowledge of PowerPoint preferred.
• Background in meeting planning and logistics

Required Skills

• Travel required for in-person Midwinter and Midyear meetings for onsite logistics coordination.
• Maintain a working knowledge of the complex needs of a wide variety of events
• Must be able to deal effectively and courteously with all levels of staff and volunteers when in pressure situations.
• Attention to detail.
• Ability to maintain confidentiality.