Event / Training Coordinator
Microsoft
Total years of experience :9 years, 1 Months
• To work alongside project planners (normally committee secretaries who in turn work closely with members) to develop plans for events and to attend event steering group meetings
• To identify and book locations for the events, liaise with location management for booking, catering and logistical arrangements
• Liaise between project planners and the communications and marketing team for the timely production and circulation of flyers and other information relating to event publicity, such as other organisations’ websites, appropriate mailing lists and the media
• Contribute actively to decisions on marketing events; compiling databases of likely interest, drafting and circulating emails and telephoning individuals
• To set up and manage the delegate booking arrangements as appropriate for each event, up to and including sending out invoices
• Find sponsorship and exhibitors for conferences and other events • Compile and send out speaker and delegate information
• Assemble and arrange delivery of delegate packs, name badges and exhibition stand and material as appropriate
• Manage the booking couriers and timely delivery and return of exhibition stands, computer equipment and documents
• Manage the event on the day, including setting up, instructing external contractors and
internal staff assistance
• Liaise with branches to develop and keep up to date a diary of IHT central office and branch events to limit clashes and conflicts
Jobs Performed:
•Maintain office calendar to coordinate work flow and meetings.
•Under supervision of, the Administrative Coordinator is responsible for supervising, scheduling, training and organizing workload of all front desk personnel
•Interact with client, vendors and visitors
•Prepares a variety of reports and related information for decision-making purposes, including monitoring monthly expenditure budget.
•Insures daily PO close outs are completed and balanced.
•Manage and coordinate contracts for related documents
•Open, sort and distribute incoming correspondence including faxes, emails and couriers
•Coordinate and maintain records for staff, office space, parking and office keys
•Coordinate and direct office services, such as records- personnel information and housekeeping
•Create and modify documents such as invoices, memos, draft letters using word processing, spreadsheets database and /or other presentations.
•Prepare requisitions for expenditures related to budgetary expenses, including petty cash for special accounts.
•Set up and coordinate meetings, conferences, luncheon and events
•Schedule calendar/ travel/ hotel for external speakers or visitors,
•Arrange a timely flow of information, obtain signatures and authorizations
•Assist in setting up in-house web portals
•Attend meeting as requested in order to record minutes, Compile, transcribe and distribute minutes of the meeting
•Make travel & visa arrangements for staff.
•Collect and maintain inventory of office equipment’s and supplies
•Arrange for the repair and maintenance of office equipment’s
•Schedule and coordinate interviews
•Training other subsidiaries on new MS portal
•Other duties as assigned by the managements.
•Maintaining Facilities reports
•Assist the Facilities manager in organizing social events as required by the business, and any ad-hoc projects as required
•Create Facility manuals
•Manage calendar for team and
•Printing business cards, and banners
Interaction with mid to high-level executives and act as liaison with them and their assistants
Maintain executives’ calendar, schedule all meetings and conference calls, field e-mails and phone calls requesting meetings, handle meeting conflicts and prioritization issues
Arrange all aspects of travel, keeping executives’ travel profile up-to-date, manage approvals for any travel, arrange flights, hotels, car rental and currency exchange;
Prepare all itineraries
Prepare and submit all expense reports on a timely basis
Type correspondence, memos and presentations, prepare presentation and meeting materials; copy, collate, bind
Maintain filing system, correspondence, documents and personal files for executives
Interface within the firm on behalf of executives to collect information, respond to requests, obtain services
Open and distribute executives’ mail, sort and prioritize; arrange messenger and overnight package services
Handle Personal work as directed
Drafting letters, Couriers(Handling Bulk shipments) and Reports, Invoices, Travel and Hotel Bookings, Arranging Meetings and co- coordinating with other staff in the office for various other work.
Attending calls, drafting letters, entire administration function and switch board operation, official correspondence, translation of documents, Travel and Hotel arrangements and documentation