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Events Coordinator IV

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Exciting long term contract opportunity with a Fortune 500 Company in Palo Alto!

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

Position Responsibilities include:

• Support activities associated with operational aspects of the program:
o Assist with transportation, dinner reservations, activities requests for customers
o Respond to non-briefing requests for rooms, events (Logistics only requests)
o Customer gift ordering/inventory
o Assist with room set-up for briefings (name tags, gifts, room welcome slides)
o Provide day of customer/account team support at VBC desk
o Maintain VBC Library of customer presentations

• Program Results
o BriefingSource maintenance (briefing management tool)
o Maintenance of topic/speaker pool database
o Support for monthly/quarterly reporting

• Large events
• Study tours or multi-customer briefings
• VMworld/Event scheduling and on-site support

• Support of end-to-end management of customized briefings which include the following:
o Update BriefingSource 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 Schedule planning and presenter pre-brief calls for Briefing Managers
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

Required/Desired Skills:

• B.S. in marketing or other related area
• Ability to work in 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 execs. 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.
• 1 – 3 years of Event Planning or similar experience

This role will be for one year and will be extended on a quarterly basis.

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