Meetings and Briefing Coordinator (Full Time)

In this role you will provide logistical and administrative support for the planning, preparation, meeting set up and execution of briefings held at the EBC. As the Executive Briefing Coordinator, you are responsible for creating and delivering an exceptional experience for clients, customers, executives and prospects, producing quality briefings that act as catalysts to sales, and to serve as an effective liaison to internal and external partners for briefing execution.

You will work cross-functionally with internal teams and outside vendors to ensure quality arrangements and professional service for customers and prospects visiting the Executive Briefing Center; additionally providing exceptional experiences for the visitors of the EBC and special projects.

The ideal candidate is detail oriented, enthusiastic,and customer-service oriented, with executive presence and the ability to form meaningful relationships with internal and external partners.

The candidate should be professional, dependable, and have a great attitude. In addition to being flexible and extremely organized, you must have a dedication to successful customer experiences. Reliability, solid common sense, ability to collaborate as well as work independently is required.

• Act as point of contact for the briefing requestor regarding logistical requirements (catering, gifts, transportation, maps & directions)
• Communicate with Briefing Managers to ensure successful support for briefings
• Order and supervise catering
• Set up briefing rooms for customer visit
• Provide administrative support to visiting account team and customers the day of their EBC visit
• Gift and supplies inventory management
• Arrange transportation for customers when required
• Print agendas & collect surveys
• Provide reception with badge list for customer badges
• Support colleagues and staff during busy periods
• Manage "logistics-only" briefings when deemed necessary

• Maintain positive relationship with EBC vendors to ensure quality service for the EBC
• Communicate guidelines, timelines and procedures to Briefing Managers for successful execution of logistical requirements.
• Order general supplies for EBC and provide costs to Management for budget reconciliation
• Coordinate with Places team (facilities) and IT to maintain 'Common Areas' (printers, flowers, damages, room conference equipment, etc)

Customer Service

• Ensure a professional / memorable visitor experience and a high standard of customer care and sales engagements for EBC guests
• Greet all guests warmly on arrival
• Respond quickly and sympathetically to any last minute customer concerns or account team requests (maps, directions, conference room A/V support, etc)
• Maintain culturally sensitivity and flexibility for international guests

Concierge Service and Special Projects

• Maintain current list of recommended restaurants, hotels and local attractions
• Recommend and assist Briefing Managers and Account Teams with arrangements and reservations for restaurants and local events (sporting events, sightseeing tours, etc)
• Provide the concierge presence and style of service to all guests
• Assist with special projects as needed

• Experience in an event coordinator role working within an events, hospitality, and / or facilities environment
• Outstanding customer service skills and orientation
• Strong written and verbal communication and interpersonal skills
• Ability to multitask and maintain professionalism at all times without supervision
• Ability to work collaboratively with cross functional team
• Previous experience of working in a fast-paced, corporate multinational environment
• Interest in customer engagement / marketing / sales strategy
• College degree in business administration, hospitality or other relevant area will be a bonus
• Second language is a plus