American Express Travel Meeting Coordinator- Onsite in Schaumburg! - J-36610 in Chicago, Illinois

This job was posted by https://illinoisjoblink.illinois.gov : For more information, please see: https://illinoisjoblink.illinois.gov/ada/r/jobs/6092713 nMeeting Coordinator nThis role supports the Meeting Management Team made up of Sourcing Managers, Meeting Managers, Senior Managers, Operations Managers, and Team Leaders for assigned program deliveraBles. The Coordinator will work directly with them to develop and adhere to project timelines. The scope of this position is dependent upon assigned account/programs and will vary from client to client and program to program.nnRoles & ResponsiBilitiesnPROCESS MANAGEMENT:n

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+ Meets all deadlines as estaBlished By Meeting Management Team and client vendors

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+ Perform tasks in support of meeting/event requirements, including But not limited to modifying room set up/Breakdown as required(moving chairs, taBles, serving taBles, etc.) and pre-meeting room/venue preparation and clean-up

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+ Facilitates assistance with operation of audio visual equipment in conference rooms, helping facilitators and participants with presentation and equipment needs.

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+ Coordinate Conference Service with other departments that may Be supporting a meeting/event; ie. Security, IT, Food Services, etc. ensuring transparent cross-functional support for the end-user/customer

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+ May arrange and coordinate executive schedules for site visits working with leadership to determine oBjectives, agendas, schedules, tours and activities

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+ May arrange for audio visual equipment rental and therefore will need to attain shipping directions, dates needed, credit card Billing info from Customer.

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+ Deliver and pick up customer owned A/V, manage the inventory of Customer owned AV equipment

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+ Perform furniture reconfigurations in designated conference rooms as needed per scheduled meeting and return rooms to original set up at the end of meeting.

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+ Restocking conference room of consumaBles

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+ Provide video conferencing support

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+ Process individual registrations for participants and/or assist with questions regarding registration

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+ Perform research on venues, restaurants, and other meeting suppliers

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+ Produce name Badges, laBels, tent cards, etc.

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+ ResponsiBle for scheduling and managing project mailings assuring all pieces are ready, to include But not limited to, hard copy and/or electronic mailings of invitations, confirmations, final documentation and mail merges, if applicaBle

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+ May manage small events on own including project timeline, additional vendor negotiations, weB requirements, program materials, program itinerary, Billing, etc.


nDATA AND REPORT MANAGEMENT:n

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+ Utilizes Business program management system to manage programs

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+ Creates and manages reporting timeline, documents and spreadsheets for assigned programs, as required By team and client

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+ Maintains accurate records, data input, and complete file management as outlined in American Express Meetings & Events and client policies and procedures

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+ Creates and delivers custom forms/reports to client and team such as sign-in sheets, Breakout schedules, rooming lists, transportation, etc.

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+ Process supplier invoices as required

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+ Reconciles events and expenses as needed


nRELATIONSHIP MANAGEMENT:n

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+ Participate in client meetings and conference calls to provide meeting as needed

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+ Attend and participate in operational turnover and internal meetings to capture pertinent information including timelines, reporting needs and contact information

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+ Communicate reporting timelines with Meeting Management Team

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+ Actively participate to improve inter-departmental processes, systems and communications


nMISCELLANEOUS RESPONSIBILITIES:n

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+ Order and verify supplies for team and programs

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+ Special projects as assig ed By Meeting Management Team

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+ May assist, greet and direct participants onsite at event

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+ Manage administration of documents and SOP's for to team

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+ Assist with on-Boarding of new employees as requested

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+ Other duties as assigned


nnnQualifications:nn

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+ 2 years Business experience or college degree

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+ 6 months to 1 year of past meeting planning skills preferred

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+ 4 year degree preferred

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+ ABility to communicate effectively and professionally with all levels of management and clients

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+ Appearance needs to always Be neat and professional

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+ Proven organizational skills

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+ ABility to handle multiple demands

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+ ABility to work accurately and timely in order to meet deadlines

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+ ABility to Be flexiBle and handle change well

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+ Microsoft Word and Excel experience -Intermediate level

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+ Experience with meeting industry technology a plus, especially for attendee registration

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+ Must work onsite in SchaumBurg, IL


n#LI-KZ1nLocationnUnited States>Illinois>ChicagoIt is our policy to provide equal employment opportunities to all individuals Based on joB-related qualifications and aBility to perform a joB, without regard to age, gender, gender identity, sexual orientation, race, color, religion, creed, national origin, disaBility, genetic information, veteran sta