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Briefing Coordinator

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Our client, a Fortune 500 software company in Palo Alto, is looking for a new Briefing Coordinator to join their team!

As a Briefing Coordinator you will support the Briefing Center team in delivering successful customer briefings as well as manage operational elements of the program. 

Position Responsibilities include: 

• Support of end-to-end management of customized briefings which include the following: 
o Update Briefing Source with visiting company logos, agenda, speakers and attendees 
o Partnering with Briefing Managers to source and schedule presenters and subject matter experts and executives 
o Assist Briefing Managers with scheduling pre-brief meetings and calls 
o Assist with speaker transitions and presentation set-up, AV/IT 
o Briefing Source maintenance (briefing management tool) – updating speaker photos, biographies, titles 
o Maintenance of topic/speaker pool/executive assistant database 
o Support ‘Room Only’ requests; gifts, catering, badges, act as briefing center point of contact 
o Assist with contingency planning to be able to react with last minute changes 
o Provide back-up to Briefing Consultants (hosting, briefing questions when Briefing Manager is out of office) 

• Support activities associated with operational aspects of the program: 
o Provide logistical/concierge support for customers (transportation, dinner reservations, entertainment) 
o Respond to non-briefing requests for rooms, events (Logistics only requests) 
o Customer gift selection/ordering/inventory/reconciliation and reporting 
o Responsible for room set-up/tear-down for briefings (name tags, gifts, room welcome slides) 
o Provide concierge-style service to customers and account teams at desk (assist with ad hoc requests)
o Maintain library of presentations 
o Support for Monthly/Quarterly reporting 
o Manage vendor relationships with Catering, Janitorial, AV/IT and Security staff to ensure a world class experience 
o Assist with planning events and/or off-site meetings and provide logistics support 
o Assist with special projects related to major client events 


Required/Desired Skills: 

• B.S. in marketing or other related area 
• Ability to work in a fast-paced environment requiring quick decision making ability 
• Excellent communication skills both written and verbal. Must have the skills to be able to influence and collaborate effectively 
• Multi-tasking, organizational, and time management skills must be strong due to the variety of tasks to be accomplished, and the fast pace required to deliver successful briefings 
• Detail oriented to ensure that all aspects of the briefing/program are complete and accurate 
• Excellent teamwork skills to work effectively with VBC team, account team, speakers, and executives. Must be able to adapt to a variety of personality styles. 
• Has a professional presence and confidence in interacting with a variety of people and handling urgent situations in a calm manner. 
• Must be comfortable working with technology (collaboration tools, audio conference, video conference) 
• Proficient in Microsoft Office Suite skills 
• 1 – 3 years of Event Planning or similar experience 
 

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