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Digital Program Coordinator - with events experiencene needed!

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Company seeks Digital Program Coordinator for ongoing contract role - full-time hours and onsite. Under the general direction of Program Managers, Digital Program Coordinators are responsible for assisting in the planning and execution of both small (under 50 attendee) and large (over 50 attendee) meetings and events. The Digital Program Coordinators are accountable for updating internal systems in timely manner and communicating program details to all necessary internal departments.

Specific Duties, Activities, and Responsibilities:

• Assist in the coordination of all program logistics including but not limited to venue/ site selection, contract negotiations, travel, food and beverage, meeting room sets, audio-visual, rooming lists, and ancillary vendors (i.e. entertainment, activities, décor and/or photographer)
• Responsible for audience generation (recruitment) and attendee data management including post-meeting compliance Sunshine Act reporting
• Update templates containing program information and coordinate distribution to all targeted attendees according to timelines
• Coordinate outsourced ground transportation arrangements for attendees, faculty, client, & staff and update and manage an accurate Arrival and Departure manifest
• Work with internal departments to ensure timely coordination and appropriate planning
• Maintain ongoing dialog with manager and project team throughout life of the program to evaluate progress and respond to any changes in the scope of the program
• On-site: work as part of the meeting services team to coordinate meeting logistics/actives with Client Services, venue & vendors and offer assistance to team members
• Works within and manages to assigned and budgeted labor hours by job and position level, to ensure minimum standards of job profitability.
• Maintains and/or exceeds minimum billable utilization percentages for position level
• Other duties as requested by Program Manager/Sr Director

Department Responsibility:
• Provides standard and customized reports to clients at specified intervals
• Works with confidential and sensitive corporate, client and employee information and must conduct him or herself accordingly
• Displays professionalism at all times
• Demonstrates a sense of urgency to obtain results
• Demonstrates ownership and accountability for all agency procedures and workflow
• Attends multiple internal meetings with client services, meeting services, traffic and other key personnel to discuss project status, etc.
• Ensure the highest standards of quality control of client materials and, as appropriate, develop best practices protocols for company project teams to facilitate such quality control
• Proficient in Microsoft Word, Excel, PowerPoint and Outlook
• Ability to learn web systems used for managing trainings and registering attendees
• The ability to maintain flexibility and teamwork in a fast paced, demanding work environment
• Required to be available to work outside the company’s standard work hours including evenings and weekends
• Lifting, up to 25 pounds
• Travel required up to 20%, Office Setting 80%

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