Conference Coordinator II - TalentBurst : Job Details

Conference Coordinator II Irving TX 75039 6+ Months This is an administrative contracting role we are adding to support the current needs of the Strategic Partnership team in Conferences. As our conferences have grown in number and size, so too have our internal partners' interest and focus in engaging in meetings with our attendees within our conference space. This role will support the global meeting program manager with the administrative tasks, data analysis and meeting program technology builds across a global portfolio of meeting programs at conferences, during our busiest time of the year. The individual will manage the Meeting Center Resources for Business Unit Partners in Sales and Service Delivery leading up to the conferences ensuring that the operations run smoothly and efficiently. The individual will need to be available to support the conferences in-person on the following dates. They must have a valid passport as there is a requirement to travel internationally. 17th-23rd October IT Symposium/Xpo NA, Orlando 7th-13th November IT Symposium/Xpo EMEA, Barcelona Skills: Maintain and continuously test a new integrated scheduling tool that allows meetings to be booked efficiently with clear internal processes and external communication capabilities Partner with the Conference Strategic Partnerships team to enforce meeting center strategy that will meet our business unit partners' needs as we continue to grow Ensure meeting programs are built to the scope and requirements for each conference Provide pre-event and onsite oversight of the meeting center technology and troubleshooting across global conferences Manage Meeting Center Resources for Business Unit Partners in Sales and Service Delivery Understand each BU's meeting center goals and objectives when onsite at our conferences Create and update training materials for teams to utilize while promoting meeting programs Create meeting center booking links for Sales and Service Delivery partners utilizing Rainfocus and equip business unit partners to utilize the tool effectively Manage the booking tool availability and maintain booking data post conference to evaluate utilization and quantify value. Manage an inbox of requests and communicate with Gartner associates and conference attendees to ensure their meetings are scheduled correctly and reflecting accurately in Conference Navigator Track meeting center usage and collect and analyze quantitative data Onsite Responsibilities at two conferences will include; Managing meeting center check-in desks supporting a team of associates in using the meeting platform, checking in meetings, supporting with new bookings, cancellations and changes onsite. Ability to multi-task onsite prioritizing the client experience whilst managing a flow of meetings every 30 minutes. Opening and closing meeting center each day of conference Have a general understanding of conference activities to guide attendees to the right place Pull daily reports of onsite meeting programs to monitor capacities Able to partner with our Sales team to execute a flawlessly functioning meeting center, and help train associates that are staffed to the desk on how to use the tool Education:

• Bachelor's degree
• 2-5 years of working in a corporate environment, preferably events and conference/ meeting planning management
• Strong organizational skills: able to prioritize and manage multiple tasks simultaneously
• Strong technical and computer skills: able to easily navigate complex programs, websites, and applications
• Client focused with proven customer facing service skills
• Strategic thinker: able to work issues through to resolution
• Proactive and decisive with a high sense of urgency
• Communicative and collaborative with strong oral and written communication skills
• Competent Project Management; able to solve complex problems and offer solutions to increase efficiency and processes
• Data Analytic Skills; able to create complex reports using pivot tables and v-lookups
• Independently driven and able to manage multiple programs and tasks on excel, google sheets, GEM, Rainfocus, PowerBI, Outlook, and other Gartner systems.
• Able to track and document work efficiently to report debriefs and support team with data analysis
• Able to work with multiple deadlines and offer transparent communication
• Outstanding professionalism, excellent communication and nimble organizational skills in a high paced client-facing environment

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