conference services coordinator

Newtecna LLC

Job Title: Conference Coordinator Company: Newtecna LLC Location: Doha, QatarJob Summary: Newtecna LLC is seeking a highly organized and detail-oriented Conference Coordinator to plan, manage, and execute conferences, meetings, and corporate events. The ideal candidate will ensure seamless event delivery while maintaining high standards of professionalism and client satisfaction.Key Responsibilities:<ul><li>Plan, coordinate, and oversee all aspects of conferences, seminars, and corporate events</li><li>Liaise with clients to understand event objectives, requirements, and expectations</li><li>Manage event logistics including venue selection, catering, transportation, and accommodation</li><li>Coordinate with vendors, suppliers, and service providers to ensure timely delivery of services</li><li>Develop event timelines, budgets, and project plans</li><li>Handle event registrations, attendee communication, and on-site coordination</li><li>Prepare event materials such as agendas, presentations, and promotional content</li><li>Monitor event budgets and ensure cost-effective solutions</li><li>Troubleshoot issues during events and provide quick resolutions</li><li>Conduct post-event evaluations and prepare reports with recommendations for improvement</li></ul>Qualifications &amp; Requirements:<ul><li>Bachelor&rsquo;s degree in Event Management, Business Administration, Hospitality, or related field</li><li>Proven experience in event or conference coordination</li><li>Strong organizational and multitasking skills</li><li>Excellent communication and interpersonal abilities</li><li>Ability to work under pressure and meet tight deadlines</li><li>Proficiency in Microsoft Office and event management tools</li><li>Strong problem-solving skills and attention to detail</li><li>Flexibility to work evenings or weekends as required</li></ul>Preferred Skills:<ul><li>Experience working in corporate or international environments</li><li>Knowledge of the local event industry in Doha</li><li>Strong negotiation and vendor management skills</li></ul>What We Offer:<ul><li>Competitive salary package</li><li>Opportunity to work with a dynamic and professional team</li><li>Career growth and development opportunities</li><li>Exposure to high-profile conferences and corporate events</li></ul>How to Apply: Interested candidates are encouraged to submit their CV and a cover letter outlining their relevant experience.Job Type: Full-timeWork Location: In person

Conference Coordinator

Insci Tech Summits LLC

Conference Coordinator &ndash; Insci Tech Summits LLC Location: Al Rayyan, QatarInsci Tech Summits LLC is seeking a highly organized and proactive Conference Coordinator to support the planning, execution, and post-event management of our technology-focused conferences and summits. Based in Al Rayyan, the ideal candidate will play a key role in delivering seamless, high-quality event experiences for speakers, delegates, sponsors, and partners.Role OverviewThe Conference Coordinator will be responsible for coordinating all logistical and operational aspects of conferences, ensuring that each event runs smoothly from concept to completion. This includes working closely with internal teams, vendors, venues, and stakeholders to maintain timelines, budgets, and quality standards.Key Responsibilities<ul><li>Assist in planning and organizing tech summits, conferences, and related corporate events</li><li>Coordinate venue booking, catering, audio-visual requirements, and on-site logistics</li><li>Manage speaker invitations, confirmations, travel arrangements, and schedules</li><li>Support sponsor coordination, including deliverables, branding, and engagement opportunities</li><li>Liaise with vendors and service providers to ensure timely execution of event requirements</li><li>Prepare event materials such as agendas, briefing documents, name badges, and signage</li><li>Oversee registration processes and attendee communications before and during events</li><li>Provide on-site event support, troubleshooting issues as they arise</li><li>Maintain event documentation, reports, and post-event evaluations</li><li>Collaborate with marketing teams to support promotional activities and attendee outreach</li></ul>Qualifications &amp; Skills<ul><li>Bachelor&rsquo;s degree in Event Management, Business Administration, Marketing, or related field</li><li>1&ndash;3 years of experience in event coordination, hospitality, or conference management preferred</li><li>Strong organizational and multitasking abilities with attention to detail</li><li>Excellent communication and interpersonal skills</li><li>Ability to work under pressure and manage tight deadlines</li><li>Proficiency in MS Office and event management tools is an advantage</li><li>Willingness to work flexible hours, including weekends during events</li><li>Experience in tech or corporate conferences is a plus</li></ul>What We Offer<ul><li>Opportunity to work on international technology summits and high-profile events</li><li>Dynamic and collaborative work environment</li><li>Career growth within the events and technology industry</li><li>Exposure to global speakers, innovators, and industry leaders</li></ul>Job Type: Full-timePay: Up to QAR650,000.00 per yearWork Location: In person

Highgate

<div>Compensation Type: Hourly Highgate Hotels:
<div>
Highgate is a premier real estate investment and hospitality management company widely recognized as an innovator in the industry. Highgate is the dominant player in U.S. gateway markets including New York, Boston, Miami, San Francisco and Honolulu, with a rapidly expanding presence in Europe, Latin America, and the Caribbean. Highgate&rsquo;s portfolio of global properties represents an aggregate asset value exceeding $20B and generates over $5B in cumulative revenues. The company provides expert guidance through all stages of the hospitality property cycle, from planning and development through recapitalization or disposition. Highgate also has the creativity and bandwidth to develop bespoke hotel brands and utilizes industry-leading proprietary revenue management tools that identify and predict evolving market dynamics to drive out performance and maximize asset value. With an executive team consisting of some of the industry&rsquo;s most experienced hotel management leaders, the company is a trusted partner for top ownership groups and major hotel brands. Highgate maintains corporate offices in London, New York, Dallas, and Seattle.</div>
Location:<div></div><div> 
Discover more sun and more fun! Escape to a tropical beachfront paradise complete with everything you need for the perfect getaway, including delicious dining, beachfront bars, relaxing comforts, and endless activities. Here you&rsquo;ll stay at one, play at two &mdash; with two connecting resorts right on the soft white sands of St. Pete Beach. Whether you&rsquo;re looking for family fun, a romantic retreat, a group getaway, or anything in between, it&rsquo;s all here at TradeWinds Island Resorts. https://www.tradewindsresort.com/careers</div> 
Overview:
<div>
Follow your passion all the way to paradise at TradeWinds Island Resort, a Tampa Bay Times Top Workplace for seven years in a row! TradeWinds features two destination resorts just 200 flip flops from one another along the gorgeous Gulf Coast on St. Pete Beach, a Top-Ranked US Beach.</div><div></div> 
TradeWinds Island Resorts is seeking a Catering and Conference Services Administrative Assistant. This individual is responsible for providing administrative support to the Director of Convention Services, Catering Sales Managers, and Conference Services Managers, and supports Group Sales Department for blocking all function space, and in-house meeting requests.
Responsibilities:
<ul><li>Act as liaison between Convention Services Managers, Catering Sales Managers, and clients in Manager's absence</li><li>
Assist in the preparation of daily, weekly, and monthly reports</li><li>
Block function space for Group Sales Managers and in-house requests
</li><li>Assist with Sales Office Manager duties in their absence
</li><li>Create and merge contracts and paperwork to prepare booking for the turnover process</li><li>
Assist in the preparation and distribution of banquet event orders, estimated invoices, resumes, and other event-related documentation and track completion status</li><li>
Responsible for group billing, deposits, final payments</li><li>
Create Diagrams in Social Tables and/or Meetings Matrix for Sales, Catering, and Convention Services Managers</li><li>
Maintain filing system</li><li>
Prepare managers expense reports</li><li>
Lead catcher, qualify leads and initial inquiries. Send resort brochures, menus, documentation, and preliminary proposals</li><li>
Load Managers RFPs and inquires in operating system
</li><li>Assist Catering Sales Managers with proposals as requested (Word, Wedding Wire, Proposal Path, CVENT, and other lead engines)
</li><li>Use Software applications such as: MS Word, Power Point, Excel, Opera Property Management System, Delphi.fdc, Teams, Outlook SharePoint.</li><li>
Maintain a functional knowledge of the Agilysys sales and catering software system to provide assistance in the maintaining accounts, including: traces; creating and updating bookings; updating events in the function diary; and preparing banquet event orders</li><li>
Answer incoming telephone calls, complete lead forms, and assist guests with questions, changes and special requests. Communicate requests to appropriate departments</li><li>
Assist with coordinating logistics information for Tradeshows, Site Inspections and Pre-planning meetings to include transportation, amenities, banquet event orders, schedule of events, etc.</li><li>
Support managers in monitoring monthly production goals and performance metrics, compiling data and generating reports for review</li><li>
Organize, maintain and monitor office correspondence and general organization of the Conference Services and Catering departments</li><li>
Maintain office equipment, order office supplies and general office responsibilities necessary to operate a professional, clean and well maintained office environment</li><li>
Complete special projects and reports as assigned by Director of Convention Services, Convention Service Managers and Catering Sales Managers</li><li>
Exercise decision making skills to direct requests both internal and external</li><li>
Stay up-to-date on upcoming groups and events</li><li>
Conduct market research and competitor analysis</li><li>
Perform any other job related duties as assigned</li></ul>
Qualifications:
<ul><li>Previous experience in a hotel or resort, banquet, sales, or conference services preferred</li><li>
High School Diploma, Bachelor's Degree preferred</li><li>
Ability to effectively communicate with internal and external customers, with high levels of patience, tact and diplomacy</li><li>
Ability to work effectively both independently and as part of a team, with a positive attitude and willingness to learn</li><li>
Knowledge of catering and convention services terminology, processes, and best practices is a plus</li><li>
Strong attention to detail and accuracy in all tasks
</li><li>Ability to follow written and verbal instructions</li><li>
Effective verbal and written communication skills. Ability to adapt communication style to suit different audiences, such as effectively communicating with supervisors, coworkers, and clients</li><li>
Excellent reading, writing &amp; oral proficiency in the English language</li><li>
Strong organizational skills, with the ability to prioritize tasks, manage multiple deadlines, and maintain attention to detail</li><li>
Ability to multitask and prioritize tasks in a fast paced environment</li><li>
Must have working knowledge of Excel, Word, Outlook, Power Point</li><li>
Strong guest service orientation</li><li>
High standard of appearance</li><li>
Ability to stand and/or sit and continuously perform essential job functions for duration of shift with or without reasonable accommodation</li><li>
Occasional lifting and carrying of equipment or materials weighing up to 25 pounds may be required</li></ul></div>

Catering and Conference Services Administrative Assistant

Maps999 LLC

Maps999 LLC is a leading geospatial solutions company headquartered in Doha, Qatar. We specialize in delivering mapping services, GIS solutions, and location-based technologies that empower businesses, government agencies, and communities to make informed decisions. Our mission is to combine innovation, precision, and professionalism to ensure seamless mapping operations and client satisfaction.Position Overview We are seeking a Mapping Services Coordinator to oversee and manage daily mapping and GIS operations. This role requires a detail-oriented professional with strong organizational skills, technical knowledge, and the ability to coordinate between clients, partners, and internal teams. The Mapping Services Coordinator will play a key role in ensuring smooth workflows and maintaining Maps999 LLC&rsquo;s reputation for excellence in geospatial services.Key Responsibilities<ul><li>Coordinate mapping projects including data collection, GIS analysis, and cartographic production.</li><li>Liaise with clients, government agencies, and internal teams to ensure project requirements are met.</li><li>Maintain accurate records of mapping data, project documentation, and client communications.</li><li>Support the integration of GIS tools and mapping technologies into workflows.</li><li>Prepare reports on mapping performance and recommend process improvements.</li><li>Assist in organizing training sessions, workshops, and client presentations.</li><li>Ensure compliance with Qatar&rsquo;s geospatial regulations and company policies.</li></ul>Qualifications<ul><li>Bachelor&rsquo;s degree in Geography, Geomatics, GIS, or related field.</li><li>2&ndash;4 years of experience in mapping services, GIS coordination, or geospatial projects.</li><li>Strong knowledge of mapping tools, GIS software, and data visualization techniques.</li><li>Excellent communication, organizational, and problem-solving skills.</li><li>Proficiency in MS Office Suite and GIS platforms (ArcGIS, QGIS, etc.).</li><li>Ability to manage multiple tasks and deliver under deadlines.</li></ul>What We Offer<ul><li>Competitive salary and benefits package.</li><li>Opportunity to grow within a dynamic Qatar-based geospatial company.</li><li>Professional development and career advancement opportunities.</li><li>A collaborative and innovation-driven work environment.</li></ul>How to Apply Interested applicants may send their CV and cover letter via Indeed or directly to the company&rsquo;s recruitment team, highlighting their experience in mapping services and achievements in managing geospatial projects.Job Type: Full-timePay: Up to QAR650,000.00 per yearWork Location: In person

Mapping Services Coordinator

HEI Hotels & Resorts

<div>About Us
HEI Hotels and Resorts is excited to welcome another hotel into the portfolio! The JW Marriott Anaheim is a AAA Four Diamond resort located less than a mile from Disneyland and the Anaheim Convention Center. At HEI, we recognize that our enormous success is solely the result of our greatest asset: Our People. Where people work is a choice. Against that choice, our greatest obligation is to ensure day in and day out that our associates have the compensation and benefits they deserve and industry leading tools, training and support that they need to excel. At HEI, simply said, we honor the privilege of our associates choosing us by investing in and making them more valuable.
Don't meet every single requirement of this job? At HEI we are dedicated to building a diverse and inclusive workplace, so if you're excited about this role but your experience doesn't align perfectly with every qualification in the job description, we encourage you to still send in your information. You may be the perfect candidate for this or for other roles within our organization! 
 
We value U.S. military experience and invite all qualified military candidates to apply.
Overview
Create the desired conference and meet clients&rsquo; needs through active communication, planning, and team leadership.
Essential Duties and Responsibilities<ul><li>
An understanding of both monthly forecasting and the annual budget process.</li><li>
Understand the importance of raising the meeting planner evaluation scores and implement effective methods to ensure exceeding meeting planner satisfaction.</li><li>
Optimize room rental charges.</li><li>
Consistently participate in the re-booking of repeat business by having a track record of long-term client relationships.</li><li>
Actively participate in industry related organizations (NACE, MPI).</li><li>
Thorough knowledge of sales techniques including strong closing skills as well as negotiating skills.</li><li>
Comfortable with hotel site inspections and client presentations.</li><li>
Excellent creative skills to provide innovative set-ups, menus, and functions for groups. Ability to generate creative and innovative menus while working closely with Chef on pricing specialty menus.</li><li>
Work closely with banquet department on operations and event execution, ability to quickly evaluate alternatives and decide on a plan of action.</li><li>
Provide overall direction, coordination, and ongoing evaluation of operations. Detailed execution of all banquet event orders generated by the Convention Services Department.</li><li>
Experience providing Audio/Visual equipment and operating Audio/Visual as a profit center.</li><li>
Excellent knowledge of computers, specifically Delphi, Word, and Excel.</li><li>
Monitor group room blocks and pick up, generate detailed resumes for the operating departments.</li><li>
Ability to work with outside vendors to ensure client satisfaction for all events/groups.</li><li>
Comply with attendance rules and be available to work on a regular basis.</li><li>
Perform any other job-related duties as assigned.</li></ul>
Qualifications and Skills
<ul><li>Prior experience in the field of hospitality with specific experience in catering sales is essential.</li><li>
Minimum of one year within the Hospitality Industry required.</li><li>
Must have experience at a similar size and quality hotel.</li><li>
Must possess computer skills, including, but not limited to, use of Microsoft Word, Excel, and Delphi.</li><li>
Knowledge of sales skills, revenue management, training, and motivation of peers.</li><li>
Knowledge of hotel features, benefits, and competing hotels within the market.</li><li>
Ability to execute appropriate action plans.</li><li>
Knowledge of hotel operations, including marketing plans, security and safety programs, personnel and labor relations, preparation of business plans, repairs, maintenance, budget forecasting, quality assurance programs, hospitality law, and long-range planning.</li><li>
Ability to work effectively under time constraints and deadlines.</li><li>
Effective verbal and written communication skills. Ability to adapt communication style to suit different audiences, such as effectively communicating with supervisors, coworkers, public etc.</li></ul>
Compensation
Salary Range: $75,000.00 - $80,000.00 Annually
Tipped/Service Charge Eligible? No
Discretionary Performance Bonus Eligible? Yes
Benefits<div><div><div>
HEI Hotels and Resorts is committed to providing a comprehensive benefit program that offers you choices for your physical, mental and financial wellness, creating value in your most important investment - you! 
 
For your physical and mental wellness we offer competitive Medical and Dental programs through Anthem Blue Cross Blue Shield as well as Vision insurance programs through EyeMed. Our Vacation, Sick and Holiday programs are available for you to rejuvenate with time off. HEI also provides pet insurance through the ASPCA. For your financial wellness, HEI provides a wide array of coverage, including Supplemental, Spousal and Child Life insurance as well as Short and Long-Term Disability plans. Our 401(k) Savings Plan with matching funds, and discounts through our 'YouDecide' and Hotel Room Discount programs provide additional incentives for choosing HEI as the employer of your future. Specific details and eligibility of these programs vary by location and employment status.</div></div></div>
HEI Hotels and Resorts is an equal opportunity employer. We evaluate qualified applicants without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, veteran status, and other legally protected characteristics.
Applicants with arrest or Conviction records will be considered for Employment in accordance with the Los Angeles County Fair Chance Ordinance for Employers, the San Francisco Fair Chance Ordinance and the California Fair Chance Act.</div>

Conference Services Manager

George Mason University

<div><div><div><ul><li>10003924
</li></ul></div><div><ul><li>Fairfax, Virginia, United States
</li><li>Virginia, United States
</li></ul></div><div><ul><li>Intercollegiate Athletics
</li></ul></div><div><ul><li>Default
</li></ul></div><div><ul><li>Administrative or Professional Faculty
</li></ul></div><div><ul><li>George Mason University</li></ul></div></div><div> 
</div><div>Department: Intercollegiate Athletics

Classification: Professional Faculty

Job Category: Administrative or Professional Faculty

Job Type: Full-Time

Work Schedule: Full-time (1.0 FTE, 40 hrs/wk)

Location: Fairfax, VA

Workplace Type: On Site Required

Sponsorship Eligibility: Not eligible for visa sponsorship

Salary: Salary commensurate with education and experience

Background Check: Yes

Motor Vehicle Records Check: Yes
About the Department:

The Department of Intercollegiate Athletics at George Mason University proudly supports more than 500 student-athletes across 22 NCAA Division I programs. As a distinguished member of the Atlantic 10 Conference, our teams have earned 17 conference championships, captured NCAA titles in Women&rsquo;s Soccer and Men&rsquo;s Indoor Track, and achieved national recognition with a Men&rsquo;s Basketball Final Four appearance. We also celebrate more than 30 individual national champions who exemplify excellence in competition. 
We are a student-centered, education-driven department committed to providing transformational experiences for our student-athletes and staff.
About the Position:

The Academic Coordinator supports the academic success and retention of student-athletes by providing academic advising, monitoring progress toward degree completion, and collaborating with University faculty and staff. This role ensures compliance with NCAA academic standards while fostering an environment that promotes both academic achievement and personal development.
Responsibilities:
<ul>
<li>Serves as the primary Academic Advisor for assigned athletic teams;</li>
<li>Monitors academic progress and eligibility in accordance with NCAA, conference, and institutional policies;</li>
<li>Coordinates course registration, class scheduling, and degree planning for student-athletes;</li>
<li>Meets regularly with student-athletes to review academic performance and develop individualized academic success strategies;</li>
<li>Maintains accurate academic records and prepares progress reports for coaches and administrators;</li>
<li>Refers student-athletes to appropriate campus resources, including tutoring, counseling, and career services;</li>
<li>Communicates consistently with coaching staff regarding academic concerns, progress, and milestones;</li>
<li>Works closely with the Compliance Office to project and monitor NCAA academic eligibility for assigned student-athletes;</li>
<li>Participates in staff meetings, professional development opportunities, and campus committees, as needed;</li>
<li>Meets with prospective student-athletes for assigned sports, as requested;</li>
<li>Provides administrative support for assigned teams, including, but not limited to, course registration, textbook orders, tutor requests, and study hall monitoring;</li>
<li>Collaborates with the department&rsquo;s Education Specialist to identify at-risk and underprepared student-athletes;</li>
<li>Recommends and coordinates appropriate academic support services, including tutoring and referrals to other University resources;</li>
<li>Assists student-athletes with time management and academic skill development, partnering with staff members and tutors to provide a holistic approach to academic support and engagement;</li>
<li>Demonstrates understanding of best practices that promote academic integrity and adhere to all FERPA guidelines, NCAA and Atlantic 10 Conference rules, and George Mason University policies and procedures; and</li>
<li>Performs other related duties as assigned by the supervisor or the Associate Athletic Director for student-athlete development.</li>
</ul>
Required Qualifications:
<ul>
<li>Bachelor&rsquo;s degree in a relevant field, with experience (typically 1 to 2 years) in higher education, athletic administration, counseling, or related student support services;</li>
<li>Experience providing academic support to adolescents and young adults;</li>
<li>Familiarity with NCAA eligibility and academic progress standards;</li>
<li>Experience monitoring academic progress and identifying at-risk student-athletes using appropriate academic support systems and tools;</li>
<li>Knowledge of NCAA academic eligibility requirements, progress-toward-degree standards, and Division I compliance guidelines;</li>
<li>Strong written and verbal communication skills to effectively convey information to student-athletes, coaches, faculty, and staff;</li>
<li>Strong interpersonal, organizational, and time-management skills;</li>
<li>Strong problem-solving and critical-thinking skills to proactively address academic challenges and support student success;</li>
<li>Demonstrated ability to build and maintain positive, professional relationships with a diverse student population, academic personnel, and athletic staff;</li>
<li>Proven ability to manage multiple tasks, deadlines, and priorities in a fast-paced, high-pressure environment;</li>
<li>Ability to exercise sound judgment, discretion, and confidentiality when handling sensitive academic and personal information;</li>
<li>Ability to coordinate with the Educational Specialist to assess individual academic needs, guide students, and develop tailored academic success plans for student-athletes; and</li>
<li>Must currently possess an appropriate, active, valid motor vehicle operator&rsquo;s license that meets all of GMU&rsquo;s requirements for operating state vehicles and equipment under Mason&rsquo;s Vehicle Use Policy 1411 https://universitypolicy.gmu.edu/policies/vehicle-use/. The Office of Risk Management reserves the right to review the driver&rsquo;s licenses and Motor Vehicle Reports (MVRs) of all candidates selected with employment contingent upon a favorable review.</li>
</ul>
Preferred Qualifications:
<ul>
<li>Master&rsquo;s degree in a relevant field in higher education, athletic administration, counseling, or related student support services;</li>
<li>Working knowledge of FERPA guidelines and the ability to comply with institutional policies regarding student records and privacy;</li>
<li>Ability to learn and use academic software platforms (e.g., Teamworks, Banner) to track, monitor, and report student progress; and</li>
<li>Basic understanding of applying NCAA eligibility rules for student-athletes, including Progress Toward Degree, Academic Progress Rate (APR), and Graduation Success Rate (GSR).</li>
</ul>
Instructions to Applicants:

For full consideration, applicants must apply for the Academic Coordinator at https://jobs.gmu.edu/. Complete and submit the online application to include three professional references with contact information, and provide a resume for review.
Posting Open Date: March 27, 2026

For Full Consideration, Apply by: April 10, 2026

Open Until Filled: Yes</div></div><div></div>

Academic Coordinator

ClimeCo LLC

<div>Description: 
BackgroundClimeCo is a global sustainability company headquartered in Pennsylvania with projects and partners all over the world. Our mission is to advance the low-carbon future and restore nature with market-based solutions. We offer comprehensive services spanning environmental asset innovation, ESG and climate strategy consulting, regulatory and policy advisory, environmental credits, API solutions, and climate action certification programs. 
Our growing team of respected engineers and industry experts collaborate with companies of all sizes, governmental groups, NGOs, and capital markets players on ESG, decarbonization, and policy issues&mdash;allowing us to develop high-quality, purpose-built end-to-end sustainability solutions with measurable impact. We are steadfastly committed to educating and empowering our clients, no matter where they are in their sustainability journey, to be confident in a rapidly evolving marketplace. 
ClimeCo is seeking an Executive Assistant and Marketing Coordinator to join our Commercial team. 
Position DescriptionWe are currently seeking a full-time Executive Assistant &amp; Events/Marketing Coordinator to support our Chief Commercial Officer (CCO) and the broader Commercial team. This position will be remote with a preference for location in Chicago IL, Houston TX, New York NY, or Boston MA. 
The Executive Assistant &amp; Marketing Coordinator will provide high-level administrative support to the CCO while playing an integral role in planning and executing events for ClimeCo's Commercial team. This dual-function role requires exceptional organizational skills, strong written communication ability, and a proactive approach to supporting a fast-moving, growth-oriented team. The ideal candidate is equally comfortable managing a busy executive's calendar as they are coordinating logistics for client-facing events, conferences, and team gatherings. 
ClimeCo embraces diversity and welcomes candidates who contribute to a climate that supports our staff of all identities and backgrounds. We further commit ourselves to an inclusive workplace where we value the perspectives of all employees by recognizing and appreciating their unique skills and talents. We strongly encourage individuals from underrepresented and/or marginalized identities to apply. 
Executive Support<ul><li>
Provide high-level administrative support and assistance to the CCO and other assigned Commercial team leadership</li><li>
Manage the CCO's calendar, including scheduling meetings, resolving conflicts, and ensuring timely preparation for all engagements</li><li>
Draft, review, and distribute correspondence, memos, reports, and other documents on behalf of the CCO</li><li>
Prioritize and manage incoming communications, summarizing and routing as appropriate</li><li>
Arrange travel and accommodations for the CCO and Commercial team members</li><li>
Attend meetings on behalf of the CCO, taking notes, drafting follow-ups and recording action items</li><li>
Prepare presentation materials, communication templates, and briefing documents for internal and external use</li><li>
Maintain confidentiality of sensitive business and personnel information</li><li>
Perform additional duties as assigned by the CCO or Commercial leadership</li></ul> 
Events Coordination &amp; Marketing Administration<ul><li>
Lead the development and execution of ClimeCo&rsquo;s robust conference and event presence including: booth coordination, travel logistics, brand and marketing awareness e.g., signage/handouts, speaking engagement planning e.g., prepping materials and drafting talking messaging, and ClimeCo attendee preparation.</li><li>
Lead the marketing amplification for ClimeCo&rsquo;s conference and event presence including authoring social copy for ClimeCo&rsquo;s social media channels, creating social cards for ClimeCo attendees, newsletter copy, blog posts, and website content.</li><li>
Plan, coordinate, and execute Commercial team events including client entertainment, team offsites, and networking functions.</li><li>
Manage Commercial event logistics end-to-end, including venue selection, vendor management, catering, A/V, registration, and on-site coordination.</li><li>
Develop and track event &amp; conference budgets, ensuring cost-effective execution and timely reconciliation</li><li>
Collaborate with the Commercial team to align event programming with business development and marketing goals</li><li>
Maintain a forward-looking events calendar and communicate key deadlines and logistics to relevant stakeholders</li><li>
Source and manage relationships with external vendors and venues that Commercial works with e.g., promotional item ordering, printers, booth storage vendor</li><li>
Process invoices tied to the Commercial budget</li><li>
Lead the creation, coordination, and execution of client case studies and marketing slicks, including working with the business unit client relationship owners to ID storytelling opportunities, authoring the case study and designing it.</li><li>
Work closely with the Commercial Team and business units to serve as the point person for company presentation slide decks including:
<ul><li>Regularly updating and disseminating the company-wide, encompassing ClimeCo slides and project profile slides</li>
<li>Quick turn pitch and/or proposal presentations (Word, PowerPoint, Excel fluency needed)</li>
<li>Speaking engagement presentations</li>
</ul></li><li>Support HR with onboarding new ClimeCo colleagues with branding &amp; marketing materials, business card ordering, and website biography writing.</li><li>
Work closely with the Brand Strategy team to:
<ul><li>Author award submissions across the brand, leaders, and projects</li>
<li>Create creative and engaging content to ClimeCo owned channels e.g., social channels, newsletter, website, email</li>
<li>Identify and author creative and relevant blog post ideas</li>
</ul></li></ul>Requirements: 
Minimum Requirements<ul><li>
High school diploma required; a college-level degree in business administration, hospitality, communications, or a related field preferred</li><li>
Minimum of 4 years of direct experience in an executive assistant, events coordinator, or similar combined role required</li><li>
Excellent verbal and written communication skills</li><li>
Exceptional organizational skills and attention to detail</li><li>
Strong time management skills with a proven ability to meet deadlines and manage competing priorities</li><li>
Demonstrated experience in planning and executing professional events of varying scale</li><li>
Proven ability to maintain confidential information</li><li>
Knowledge of office administration and clerical procedures</li><li>
Proficiency with Microsoft Office Suite; experience with event management platforms or CRM tools a plus</li><li>
Ability to travel occasionally for events and team meetings as required</li></ul>
The starting salary for a well-qualified Executive Assistant and Marketing Coordinator is $75,000 - $90,000 USD annually base salary and performance-based bonus, considering individual work experience and work location.</div>

Executive Assistant and Marketing Coordinator

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