Smartwool: Travel Event Coordinator

Now that you’ve found the job description, what’s next?

At icebreaker and Smartwool, we are two unique brands that embody the same spirit of belonging, adventure, sustainability, and getting out there. We create products made for people who enjoy nature and want to go far and feel good. We do this all while keeping our planet and the impact of our products in mind.

So, before we get to the job details, take a minute to learn a little more about us – our values and our culture. If you can see yourself working side-by-side with a team of fun, adventure-loving people, icebreaker and Smartwool may be just the place for you.

To learn more about our values and our culture, visit www.icebreaker.com or www.smartwool.com.

Travel and Event Coordinator

What will you do?

A day in the life of a Travel and Event Coordinator at icebreaker and Smartwool looks a little like this.

The Smartwool & icebreaker Travel and Event Coordinator supports the Smartwool & icebreaker leadership teams by scheduling, planning, and supporting all Brand events. The Travel and Event Coordinator reports to the America’s General Manager and will work closely with all leadership (sales, product, marketing and human resources) to ensure high engagement by all employees in events and flawless execution for internal and external events.

Let’s break down that day-in-the-life a bit more.

Event / Meeting Planning

• Support the planning and execution of cultural team events, quarterly business review events, company trainings and events

• Tradeshows: Schedule and organize events for Smartwool & icebreaker Leadership while attending tradeshows. Setting up business events with key business partners, customers, industry associates, partners and vendors.  Ensuring booths are brand right, clean and organized

• Sales Meeting:  Support Events Manager Emerging Brands with the execution, set up, tear down, participant scheduling, room logistics, and day of coordination

• Manage Smartwool & icebreaker Senior Leadership team’s calendars including scheduling and rescheduling of events to avoid conflicts

Event Support

• Manage Smartwool & icebreaker’s Master Calendar – send out meeting invites for key company events

  • including but not limited to: GTM events, town hall events, company events and cultural events

• Manage Smartwool & icebreaker email distribution lists for accurate event planning

• Own the monthly event newsletter including gathering key updates from departments, drafting and emailing out the communications company wide

• Coupa Support: Support the Finance team with COUPA entry, purchase orders, goods receipt, and with invoice management/tracking

• Place product orders to arrive on time for event deadlines

• Coordinate new hire onboarding events includes:

  • Scheduling quarterly orientations

  • Welcome gifts

  • Department presentations

Travel Support

• Highly professional interaction with Smartwool & icebreaker internal and external communications regarding events

• Presentation support for events including agendas, powerpoints, food and beverage, and seating.

• Book travel and accommodations for Smartwool & icebreaker Senior Leadership Teams

• Passport, and VISAS – ensure that the Smartwool & icebreaker Senior Leadership’s passport and visas are current and applicable for international travel

• Travel/Expense Reports:  Process the Smartwool & icebreaker Senior Leadership expense reports promptly following each of their business trips

What do you need to succeed?

We all have unique skills that we bring to work and celebrate every day. For this role, there are foundation skills you’ll need to succeed and excel. Additionally, while formal education in a related field is great to have, we are most interested in your 5 years of experience and professional achievements.

The foundation skills you will need in this position are:

• Demonstrated project and time management skills with ability to prioritize deliverables to meet key deadlines

• Experience in event planning and travel arrangement

• Ability to act independently in a professional, confidential demeanor suitable for an executive office

• Exceptional interpersonal, written, and verbal communica