Job description
Event Coordinator
Company Overview
WHO WE ARE: Generis organizes and delivers industry-leading B2B conferences, allowing business leaders to discuss, learn, and network. We provide a platform uniquely designed for executives and professionals to connect. Our experience spans two decades of successfully developing and delivering high-quality business-to-business events and services across various industries. Generis was formed with the vision of redefining how knowledge transfer and face-to-face interactions take place. We see an opportunity to enhance the partnership experience by understanding how executives and professionals create and sustain successful relationships. Our commitment to delivering world-class content and connecting business ideas with relationship opportunities is the Generis experience. We are thrilled to have expanded our operations across both the North American and European markets.
Job Summary
The Event Coordinator role is for someone with 1+ years of previous event experience or fast-paced customer service experience looking to utilize and grow their operational and leadership skills within the Events Industry. The primary focus of this role is to provide support to the Operations department. Under the supervision of the Manager/Head, the Event Coordinator will coordinate all Speaker, Sponsor, and Delegate communications, plan and execute event logistics pre, during, and post-event, manage and maintain event budgets, event timelines, and key deliverables. The Event Coordinator will oversee all event attendees, manage delegate attrition, attendee satisfaction, and maintain positive relationships with sponsors and suppliers.
Key Responsibilities
- 70% Administration and Event Preparation:
- Act as the key liaison for delegates, speakers, and sponsors once their participation has been confirmed by the sales team, ensuring continuous correspondence, collecting all collateral, and meeting deadlines for deliverables.
- Manage and maintain master databases within Salesforce, Google Drive, and Excel, ensuring event data is up to date and accurate.
- Review and audit all event master databases weekly to ensure accuracy.
- Anticipate and flag any challenges or risks to the success of the event.
- Serve as the primary liaison with event venues to ensure all setup details are organized and communicated clearly.
- Conduct preliminary negotiations with event venue (hotel) contracts and third-party vendor agreements (e.g., audio-visual partners).
- Conduct a high volume of calls to secure outstanding information from delegates and sponsors leading up to the event.
- Conduct preliminary walk-through calls with delegates and sponsors to ensure they understand the event experience and all aspects of the summit.
- Respond promptly, efficiently, and professionally to all inbound inquiries (via phone, email, and text), ensuring timely resolution.
- Collaborate with all internal departments to ensure conference materials are submitted, produced, proofed, and delivered according to deadlines (e.g., show guides, banners, signage, programs).
- Execute key event deliverables between delegates and sponsors while managing and supervising event logistics.
- Prepare preliminary event budgets and reconcile event costs post-show, including reviewing and processing invoices for accuracy.
- Use WordPress to make minor web updates.
- 20% Onsite Execution:
- Develop the on-site event agenda outlining all activities required for proper execution, including assigning tasks to Generis staff onsite.
- Manage delegate/sponsor check-in and registration processes, and oversee event setup (e.g., packing folders, creating name badges, setting up signage).
- Liaise with hotel staff to ensure all event needs are met (e.g., food and beverage service, guest room accuracy, lighting, temperature, and ambiance).
- Monitor and track delegate attrition using Salesforce during the check-in process.
- Run delegate/sponsor 1-to-1 meetings.
- Perform additional administrative duties as required.
- 10% Office Management/Administration:
- Assist in the planning and execution of office socials and events.
- Support the office supply ordering process.
- Assist with any facility issues and improvement areas.
Requirements / Qualifications
- 1+ years of event coordination or strong client relations/customer service experience.
- 1+ years of intermediate - advanced Excel experience.
- Exceptional ability to review and negotiate contracts.
- Highly organized with strong time-management skills and the capability to multitask effectively.
- Excellent professional and diplomatic communication skills—both written and verbal.
- Ability to supervise, assess risk, and communicate important information to the manager.
- Inclined to take ownership of a project and follow through to completion.
- Computer savvy—proficient in MS Word, Excel, and Google Drive.
- Comfortable working on a project both in a team atmosphere and independently.
- Responds well under pressure when faced with sudden challenges and can rectify a situation quickly and clearly with a cool, level head.
- Authorized to work in Yes
- Commute to this job’s location
- No need for visa sponsorship
- Working in an onsite setting
Preferred Qualifications
- Salesforce experience or similar CRM experience is preferred.
Location
Chausseestraße 19, 10115 Berlin, Germany. This is a fully in-office position for the first six months. After six months, there will be up to seven work-from-home days per month, available on Mondays and Fridays.
Employment Type
1 year contract to start with opportunity to convert to full time. Role Type: Salaried. Working hours: Normal business hours are 8.30 a.m. to 5:00 p.m Monday to Thursday, and 8.30 a.m. to 4:30 p.m on Friday.
Salary & Benefits
- Opportunity to travel to our business summits and gain valuable client-facing and executional experience while collaborating with our global team.
- Hybrid office environment with the ability to work from home on Mondays and Fridays (following a 6-month probationary period).
- A fun, energetic, and dynamic working environment.
- High-growth environment with opportunities for career advancement.
- Monthly company-wide town hall meetings with announcements, awards, and social festivities.
- Urban Sports Club and BVG Corporate Discounts
Equal Opportunity Statement
Generis is an equal opportunity employer. We celebrate diversity and are committed to creating an inclusive environment for all employees. If you require assistance or an accommodation, please let us know.
