Event Coordinator

About the Role

To provide the highest possible level of assistance to the Events team overall. Develop relationships across all areas of Navan, sharing best in class market knowledge of Events. To support maximum revenue generation in all areas of Navan Events while mindful of Client’s return on investment.

What you'll do:

As a primary client liaison of the Events Department, you will further the vision and goals of Navan by providing outstanding support across the US.

Support each Event Planner and their client contacts on multi-element, mid & large sized projects, to understand and meet program objectives/outcomes.

To manage small meetings and events projects (10 – 15 guests)

Embraces the position of often becoming a client's first point of contact

Contact suitable venues by either telephone, email or external online sourcing platforms and check availability for all required facilities.

Negotiate rates, terms, and conditions with the venue on the client’s behalf utilizing Navan Events or the client’s preferred venues to achieve the best rates and commission where applicable.

Continually improve and update own product knowledge through targeted activities and attendance of familiarization trips, office presentations and site visits

To ensure cancellations are managed in line with the company’s standards and procedures. 

To maximize all income opportunities by remaining actively aware of commission rates and preferred partners to secure enhanced negotiating levels wherever possible.

Support the overall coordination and execution of an entire Event program from an operational perspective.

Tracks baseline contract milestones under guidance to ensure timely processing.

Owns meeting minutes and distribution

Ensures all communication is structured professionally

Identifies clients' measures of critical success factors for project.

Understands the invoicing and reconciliation process ensuring projects are cash flow positive

Strives for enhanced commission on all projects

Able to identify and escalate opportunities for upselling

Maintains thorough project documentation to ensure contract and documentation policy compliance (i.e., service level agreements - SLAs)

Assisting with the creation and /or maintaining of PNR’s, and WEX cards, and commission tracking when needed

Attend internal meetings where required, taking meeting minutes and following up on any outstanding actions.

Training in R&M Internal Systems including support with delegate management for larger projects using Cvent Technology

Travel/Onsite support when needed

What we're looking for:

One to three years of Event planning experience preferred

Professional oral and written communication skills required

Listens effectively, clarifies, and qualifies client requests to understand their needs

Proficient Google/MS Suites skills along with the technical aptitude to learn new technology

Highly organized and able to manage competing tasks, meeting deadlines and accommodating changes

Cvent knowledge preferred

Ability to multitask with a desire to resolve urgent matters as quickly and efficiently as possible

An empathetic disposition with the ability to always maintain a professional attitude

An independent thinker who can use available resources to troubleshoot issues and resolve customer inquiries

Willing to compromise, respect others, and listen to the needs of their teammates

Builds trust by actively seeking ways to help others

Gives their best effort in every task or assignment

Reliable and flexible with an openness to working part-time non-traditional shifts (early mornings, late evenings, and weekends)