Corporate Meeting and Events Coordinator

With a company culture rooted in collaboration, expertise and innovation, we aim to promote progress and inspire our clients, employees, investors and communities to achieve their greatest potential. Our work is the catalyst that helps others achieve their goals. In short, We Enable Possibility℠.

Our Ideal Candidate

Our ideal candidate will be Cvent-certified or working toward Cvent certification and possess at least  2-4 years supporting a meeting planning department, either for an agency or within a busy corporation. They will be reliable, have a keen eye for detail and very high standards. The individual must be passionate about our industry and share our focus on exceeding expectations for clients and viewing both our clients, colleagues, and vendors as true partners. Our new colleague must be a collaborative team player, a creative thinker, and an accomplished multi-tasker who enjoys a challenge. You will partner with an existing team member to help you acclimate to Arch processes and get you up to speed on your duties. 

You will be supported by your colleagues, as we are a small but growing department, and we all pitch in and do whatever is needed to ensure success for our events – top to bottom level – all as one team.

Enjoying being part of our team and being truly committed to creating memorable events for our clients is a must.  A frequent contractor of ours once asked us how we always manage to work with only good people – our team, our clients, our vendor partners. Our answer is we work hard to identify staff and partners who share our values. We feel grateful for our team members who are truly essential to our success. 

The Position

• Hybrid position (2-3 days per week in office when not traveling for business, or as required) – Full time, temp-to-perm opportunity.

• Position to commence as soon as the right candidate is found.

• Must be able to commute 2-3 days per week to Arch’s Jersey City, NJ office.

• Travel (mostly mainland US) is a must, as candidate will be expected to be onsite for certain programs, so we need a candidate who does not have any restrictions with their ability to travel.

• Detail oriented & very organized

• Excellent written and verbal communication skills

• Proactive, shows initiative in performing assigned duties while also being a collaborative member of the team – sharing information, accepting guidance when needed, and exhibiting a desire to perform diverse duties when objectives shift and plans change

• Multi-tasker, but able to focus on task at hand

• Flexible

• Problem solving abilities

• Strong Customer service skills

• Diplomatic, yet firm when communicating and enforcing meeting policies and event guidelines to clients, attendees and vendors.

Technical

Excellent knowledge of MS Office (Excel, PowerPoint, Word), Outlook and CONCUR Travel Online Booking Tool and CONCUR Expense tool.  Strong knowledge of Cvent meeting management tool is a must, including ability to build event websites and perform attendee management duties. 

Travel:  20 – 40% (Mainly Domestic)

GENERAL DUTIES:

• Financial management

  • Assist planners with program & event budgets and track spend

  • Submit accruals monthly to AP

  • Process and track all invoices for department

  • Ensure all documentation is readily available on shared drive

• Legal

  • Assist meeting manager(s) in obtaining approval for all contracts

  • Follow-up with Legal to ensure all deadlines are met

  • Submit all executed contracts to Legal for file maintenance, as well as a copy in the project file

• Expense Reports

  • Manage team expense reports in Concur; submit regularly and ensure compliance with all travel policies

  • Manage payment and reconciliation of all Corporate Planner Cards according to established billing cycle

• General

  • Maintain inventory for office supplies and meeting/event supplies

  • Pack and ship meeting supplies for programs, maintain accurate shipping logs, provide planner with return shipment packet.

MEETING & EVENT SUPPORT:

• Cvent proficiency, with ability to:

  • Maintain contact lists and upload invitee lists

  • Manage and distribute reports for all assigned events

For individuals assigned or hired to work in the location(s) indicated below, the base salary range is provided. Range is as of the time of posting. Position is incentive eligible.

$61,500 - $75,000/year

• Total individual compensation (base salary, short & long-term incentives) offered will take into account a number of factors including but not limited to geographic location, scope & responsibilities of the role, qualifications, talent availability & specialization as well as business needs. The above pay range may be modified in the future.

Click here to learn more on available benefits.

Do you like solving complex business problems, working with talented colleagues and have an innovative mindset? Arch may be a great fit for you. If this job isn’t the right fit but you’re interested in working for Arch, create a job alert! Simply create an account and opt in to receive emails when we have job openings that meet your criteria. Join our talent community to share your preferences directly with Arch’s Talent Acquisition team.