Events Coordinator

Job Title

Events Coordinator

Job Description Summary

The Event Coordinator works as part of the Site Services team by coordinating with our onsite catering services, onsite administrative personnel, and facilities team for each event, and confirming spaces are set according to submitted Meeting Setup Requests.

Job Description

Essential Responsibilities:

• Ensures events/meetings are set correctly. This includes checking meeting setup requests, checking setups, confirming arrangements with clients and stakeholders - internal and external.

• Conducts the physical movement of furniture, materials, and boxes as needed for  meetings and conference room setups, campus events, employee moves, supplies,  and miscellaneous deliveries.

• Coordinate with Roche PMO to facilitate onsite employee moves.

 • Communicates to appropriate personnel details and status of upcoming events and  logistical requirements.

• Liaise with vendors, exhibitors, and stakeholders during the event planning process to ensure everything is in order.

• Participates in the clean-up after events and meetings. May perform light custodial  duties on an as needed basis for events (wiping of conference tables, disposal of  trash between meetings, erasure of white boards, etc.)

• Picks up and/or delivers miscellaneous items (e.g., copy paper, move boxes, labels, name inserts, boxes to shipping, etc.)

• Conducts daily physical inspections of conference rooms, equipment, facility,  grounds, premises, hallways, common areas, restrooms, etc. making note of anything that  may be need of repair, maintenance, clean-up, and or is a hazard and reports to  building staff for resolution.

• Assists in maintaining a clean and organized appearance in meetings area, public  areas, hallways, open workspaces (in coordination with facility and janitorial staff) by  removing excess items / out of place items and returning and/or disposing of items  (e.g., café trays, items on counter tops, etc.)

• Performs general duties as needed to maintain efficient workflow on site.

• Ensures all policies, procedures, codes, guidelines, regulations, etc., are followed  and enforced including safety systems and standards.

• Ability to lift 50 lbs. and climb ladders

Key Competencies:

• Follow all safety rules, procedure manuals, etc.

• Strong experience with Google Suite - namely Google Sheets, Google Calendar, and Gmail

• Ability to problem solve as the event is taking place, and maintain a positive can-do attitude

• Excellent communication skills

• Excellent organization skills

• Ability to prioritize based on safety, criticality, and client schedules

• Ability to improve efficiency in existing processes

• Ability to expand and grow with a fast-moving client and teams.

Education:

• A high school diploma or a General Equivalency Diploma (GED). College or university credits or degree in applicable discipline preferred.
• At least two years of experience in coordinating events and meetings at an office building/complex, convention center, theater, hotel, or any public use facility.
• Must be able to work independently, multi-task and to prioritize client requests.
• The candidate must be computer literate, including knowledge of word processing (Word), scheduling (Outlook), spreadsheets (Excel) and other data base applications.
• Must be proficient in communicating at all levels in both oral and written form and competent at preparing professional, comprehensive memorandums, letters, reports, documents, files, etc.
• Must have a professional, pleasant, and positive demeanor and the ability to work well under pressure and given competing demands and priorities.

AAP/EEO Statement:

C&W provides equal employment opportunity to all individuals regardless of their race, color, creed, religion, gender, age, sexual orientation, national origin, disability, veteran status, or any other characteristic protected by state, federal, or local law. Further, the company takes affirmative action to ensure that applicants are employed and employees during employment are treated without regard to any of these characteristics. Discrimination of any type will not be tolerated.

OTHER DUTIES
This job description is not designed to cover or contain a comprehensive list of activities, duties or responsibilities that are required of the employee. Other duties, responsibilities and activities may change or be assigned at any time with or without notice.
 

Cushman & Wakefield also provides eligible employees with an opportunity to enroll in a variety of benefit programs, generally including health, vision,