Description
The “Meeting Coordinator” functions in a highly visibleenvironment, interacting with senior leaders, external guests and policymakers,
customers and strategic vendor partners. Job duties include:
(1) Event Coordination and Planning
• Takes initiative to reach out to organizer of each confirmed group to
understand and plan logistics for Garfield Center events
• Conducts a pre-planning visit with all event organizers and encourages a
“dress rehearsal” set up for complex events
• Assesses user needs: space configurations, prototyping areas, props needed,
catering, IT/AV needs, and assesses privacy/security or HIPAA issues.
• Connects and informs team mates to related work
(2) Day of Event Customer Service
• Greet visitors and provide coffee service
• Troubleshoot any AV and technology needs
• Provide and collect release forms when recording takes place
• Survey users’ experience
(3) Facility Preparation
• Create and post daily signage/wayfinding for multiple events
• Organize and direct set up for events (chairs, exhibits, etc)
• Ensure that all technology demos are turned on and off daily
• Set up audio visual needs (sound system, collaboration spaces)
• Identify all facility related needs and act as local liaison with facility
manager
• Post event reorganization of spaces
(4) Onsite Compliance
• Greets vendors and tags and tracks all incoming equipment for events in
Garfield Center bar coding system.
• Meets vendors at the end of events to check equipment back out.
• Participates in bi-annual inventory process counting ~3,000 items at the
Garfield Center.
Requirements:
Expert knowledge of MS Word, Project, Excel, and PowerPoint . Ability to
resolve problems without delay and/or to seek managerial intervention and
operate under stressful, time-sensitive deadlines.
• This highly visible position requires a consummate professional demeanor and
ability to work with high level executives.
• Focus and align actions and decisions on ways to enhance service and visitors
experiences
• Demonstrated excellent verbal, written, and interpersonal communication
skills
• Ability to lift 25 – 30 pounds
• Possess initiative, decision-making skills and the judgment necessary to
determine action or approach for non-routine assignments and projects.
• Demonstrated skill in handling multiple deadlines and schedules.
• Team player who can rely upon and be relied upon by the close knit Garfield
Center team
• Success oriented to accomplish Garfield Center and CLIENT goals
with a "whatever it takes" attitude
• Keen attention to detail and follow-up necessary to deliver consistent
high-quality documented results
• Proven creative problem-solving abilities
• Passion for innovation and health care highly desirable
• Sense of humor a must
Experience Level: BA or BS preferred plus minimum 3+ years of direct relevant
experience.
Hours of the position: 8:30am to 5:30pm
# of team members: 3