Events & Travel Coordinator

Job Summary

The Events & Travel Coordinator is responsible for a wide assortment of projects and assignments that are required for the success of the department. Acting as a bridge between the two teams in the department (design and logistics), this role assumes responsibility for several independent department administrative functions, as well as collaborative tasks and projects, as needed. This position makes discretionary decisions, often in changing environments, requiring a high level of autonomy and judgment, countered with the ability to work successfully within a high-performing team.

Duties/Responsibilities:

• Department Administrative Tasks. Duties include answering phones, distributing mail, researching answers and responding to all emails in the EEP and In The Building mailboxes, maintaining department calendars, updating employee databases using New-Term information (this includes the set-up and termination of employee Navan accounts), and other administrative duties as needed. Additionally, this person will oversee the inventory of department supplies – both for daily office work and those items required to execute an event, which includes the packing and shipping of supplies/items needed for events. This position is responsible for building, maintaining, and monitoring progress for our Workfront Project Management Software, as related to the Events & Travel department. This includes building new events, making adjustments as needed to existing events, and communicating with team members weekly when tasks are not completed on time. This person will also proactively ensure that all team members are aware of a variety of upcoming important dates and events by being included on the Admin email group.
• Department Meetings and Celebrations. This position will plan and manage the department celebration events, including birthdays, anniversaries, and special occasions, as well as the department meetings, including bi-weekly team meetings, Halftime, End of Year Planning/Celebration, and two education days annually.
• Contract Management. This position is also responsible for the timely progression of assigned contracts through the Express Enterprise Agreement process, as well as obtaining purchase orders. For event photography contracts, this person will also select the photographer and originate the contract.
• Purchasing and Invoice Payments. This position is responsible for confirming accurate payment and distribution of all pre-event deposits and payments, necessary commission adjustments related to event expenses with our Franchisees, annual payments for ASCAP and BMI, payments not associated with a contract, purchasing as needed, and any other payments as assigned.
• Event Support and Implementation. In addition to planning and executing the company quarterly team meetings, this team member will distribute Requests for Proposals (RFPs), as requested and collate their responses to present to the appropriate event operations team member, coordinate site visits, produce and maintain registration reports and awards archives, as well as gather addresses required for mailing awards. This position will be expected to periodically act as support crew for assigned events. These events can take place at Express Employment International, offsite in Oklahoma City, or offsite in other states. As a result, this position will be required for overnight travel multiple times throughout the year.

Required Skills/Abilities:

• Knowledge

• Advanced time management techniques.
• Meticulous attention to detail.
• Confidentiality practices.
• Deep understanding of office procedures and protocols.

• Skills

• Proficient in Microsoft Office (Outlook, Excel, Word, Teams, PowerPoint).
• Other software/programs (experience preferred, but training available): Navan, Workfront, OneDrive, Adobe Acrobat DC (Pro), Cvent.
• Professional verbal and written communication.
• Budgeting, basic accounting skills.

• Abilities

• Efficient organizational tactics.
• Thrives in an environment with shifting job duties, deadlines, and decision makers.
• Adapts to, and follows, established processes.
• Customer-service focused.
• Continuously improves self and processes through innovation and education.
• Delivers excellent work by deadline, consistently.

Education and Experience:

• Required:

• 5 years in office management or administrative project management.
• Bachelor’s degree of any kind or work experience equivalent.

• Preferred:

• 3-5 years in an administrative or meeting planning role within the franchising, hotel/convention services, travel, or other hospitality-forward industry.