Workplace Event Coordinator
Circles, United States
Job Description
About Circles Culture:
The Circles culture is an inclusive environment that encourages self-expression and individuality. Creating a space for open communication, respect and job development empowers our employees to pursue their career goals and advance personally and professionally. Circles prioritizes the wellbeing of our employees so that our consumers experience that same level of care.
Position Overview:
Circles is looking for people with a real passion for hospitality. Most importantly, you have a passion for people - making all employees, clients and guests feel welcome while they visit the site and attend events; so, you will need to be highly social, upbeat and friendly; confident and can handle pressure well; thrive in a high-volume, high-energy environment and can manage multiple tasks and guests with ease. You are the first point of contact for employees and guests visiting our client. You ensure that the office and workplace remain clean, run smoothly and efficiently, greeting employees, visitors, and guiding vendors to support the operations of the office. We’re looking for a team player who can seamlessly handle the entire building from top to bottom.
The Workplace Event Coordinator role helps support the seamless delivery of event and workplace services being delivered at our corporate client site. You will provide employees, clients and guests with exceptional service while consistently displaying a professional and enthusiastic personality. You will assist our client with a wide range of workplace event services and ensure their absolute satisfaction in interacting with our team. You will communicate with employees and clients over the phone, digitally and in person to support their inquiries, questions and needs as they relate to event and meeting services.
On a typical day you will assist employees, clients and guests with catering arrangements, organizing company meetings, securing venue space, delivering onsite amenity services, planning and executing social events, creating informational overviews, newsletters and digital content. You will be part of an exciting, innovative workplace experience team which focuses on supporting employees, clients and guests as they interact with and collaborate at the client site.
The perfect candidate has at least 3 years of hospitality or related experience. Hours for this role are Monday to Friday twenty hours per week but may vary based on event needs. This role is expected to be in person and in the office daily, without exception.
Job 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 coordination 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 taking part in event set-up, communicating with staff, organizing vendors, supporting attendee/speaker requests and coordinating/taking part 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 (Information Technology), 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 (Audio Visual) 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 prompt 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 solutio