Apply on Employer Site

Circles North America · 3 weeks ago

Workplace Event Coordinator

Dallas, TX

Part-time

Onsite

Mid Level

$23/hr - $23/hr

3+ years exp

Circles North America is an inclusive company that prioritizes employee wellbeing and development. They are seeking a Workplace Event Coordinator who will provide exceptional service to employees, clients, and guests while managing event logistics and ensuring a seamless experience at the corporate client site.

HospitalityLoyalty ProgramsService Industry

Responsibilities

Responsible for scheduling and confirming shared meeting room and conference spaces at the client site

Respond to all employees' requests following and adhering to Circles standards of service, accommodating requests from the ordinary to the extraordinary

Support each event from planning through execution. Responsible for ensuring parties involved in supporting the event are asked for input at the right time in the event plan and receive all relevant communication

Support the logistics of each event, ensuring meeting spaces, shared areas are clean and ready for each meeting

Oversees events on the day of, including problem-solving, welcoming guests, coordinating and participating in event set-up, communicating with staff, organizing vendors, supporting attendee/speaker requests and coordinating/participating in tear-down

Track, manage and restock meeting rooms and supplies and ensure each space has the proper technology and A/V equipment based on meeting needs

Anticipate event meeting attendee needs, offer proactive service enhancements

Maintain a working knowledge of room configurations and set-up options

Collaborate and liaise closely with client's IT, A/V, Security, Facilities and Workplace Services teams to ensure each event and engagement is seamless from the planning process through execution

Manage pre-event research and preparation responsibilities including room configuration options, communicating pre-registration requirements, collaborating with AV for technical set-ups, security requirements gathering event materials and procurement of branded materials

Responsible for building and maintaining relationships with internal and external clients in a timely and professional manner

Be accountable for all requests and inquiries that are coming in for the events team

Anticipate team member and guest needs before they arise using relevant information collected about members to enhance and personalize their experience

Educate employees on event spaces best practices including proper usage, agile working strategy, new conferencing, meeting techniques, technology, and escalation procedures

Take ownership to recommend and suggest solutions and alternatives to requests that meet and exceed expectations

Support workplace experience team with duties as assigned when there are not events taking place

Other duties as assigned

Qualification

Corporate event experienceHospitality experienceMicrosoft Office SuiteCommunication skillsOrganizational skillsMulti-taskerProactive attitudeEmpathyProblem-solvingTeam player

Required

Manage and prioritize multiple tasks daily

Excellent written and oral communication skills

Ability to adhere to schedule and be punctual

Flexibility to adapt to changing priorities

Proficient with Microsoft Office Suite

Professional appearance

Great, helpful attitude in partnering with many different teams

3+ years of corporate event, conference or hospitality experience is required

Demonstrated experience exceeding targets and client satisfaction metrics

Have strong organizational and time management skills with a high degree of flexibility

Demonstrated strong MS Office abilities including PowerPoint, Excel, and MS Word

Job requires ability to lift up to 50 pounds periodically

Benefits

401K with company match

Generous PTO

2-week paid sabbatical every 5 years

Access to company Employee Resource Groups

Access to Employee Assistance Program

Company

Circles North America

Glassdoor2.9

We deliver employee support and workplace experience solutions to help companies grow their businesses, build communities in the workplace, and make a real difference in employees’ lives.

Founded in 1997

Boston, Massachusetts, USA

201-500 employees