Workplace Event Coordinator

About Circles Culture:
The Circles culture is an inclusive environment that encourages self-expression and individuality. Creating a space for open communication, respect and job development, empowers our employees to pursue their career goals and advance personally and professionally. Circles prioritizes the wellbeing of our employees so that our consumers experience that same level of care.

Position Overview :
Circles is looking for people with a real passion for hospitality. Most importantly, you have a passion for people - making all employees, clients and guests feel welcome while they visit the site and attend events; so, you will need to be highly social, upbeat and friendly; confident and can handle pressure well; thrive in a high-volume, high-energy environment and can manage multiple tasks and guests with ease. You are the first point of contact for employees and guests visiting our client. You ensure that the office and workplace remain clean, run smoothly and efficiently, greeting employees, visitors, and guiding vendors to support the operations of the office. We’re looking for a team player who can seamlessly handle the entire building from top to bottom.

The Event Coordinator role helps support the seamless delivery of event and workplace services being delivered at our corporate client site. You will provide employees, clients and guests with exceptional service while consistently displaying a professional and enthusiastic personality. You will assist our client with a wide range of workplace event services and ensure their absolute satisfaction in interacting with our team. You will communicate with employees and clients over the phone, digitally and in person to support their inquiries, questions and needs as it relates to event and meeting services.

On a typical day you will assist employees, clients and guests with catering arrangements, organizing company meetings, securing venue space, delivering onsite amenity services, planning and executing social events, creating informational overviews, newsletters and digital content. You will be part of an exciting, cutting-edge workplace experience team which focuses on supporting employees, clients and guests as they interact with and collaborate at the client site.

This role offers a Monday through Friday schedule offering 20 hours per week *with flexibility for some additional hours based on event needs. This is a 100% in person/on-site position. Compensation begins at $23 per hour.

Job Responsibilities:

• Responsible for scheduling and confirming shared meeting room and conference spaces at the client site
• Respond to all employees’ requests following and adhering to Circles standards of service, accommodating requests from the ordinary to the extraordinary
• Support each event from planning through execution. Responsible for ensuring parties involved in supporting the event are asked for input at the right time in the event plan and receive all relevant communication
• Support the logistics of each event, ensuring meeting spaces, shared areas are clean and ready for each meeting
• Oversees events on the day of, including problem-solving, welcoming guests, coordinating and participating in event set-up, communicating with staff, organizing vendors, supporting attendee/speaker requests and coordinating/participating in tear-down
• Track, manage and restock meeting rooms and supplies and ensure each space has the proper technology and A/V equipment based on meeting needs
• Anticipate event meeting attendee needs, offer proactive service enhancements
• Maintain a working knowledge of room configurations and set-up options
• Collaborate and liaise closely with client’s IT, A/V, Security, Facilities and Workplace Services teams to ensure each event and engagement is seamless from the planning process through execution
• Manage pre-event research and preparation responsibilities including room configuration options, communicating pre-registration requirements, collaborating with AV for technical set-ups, security requirements gathering event materials and procurement of branded materials
• Responsible for building and maintaining relationships with internal and external clients in a timely and professional manner
• Be accountable for all requests and inquiries that are coming in for the events team

• Anticipate team member and guest needs before they arise using relevant information collected about members to enhance and personalize their experience

• Educate employees on event spaces best practices including proper usage, agile working strategy, new conferencing, meeting techniques, technology, and escalation procedures
• Take ownership to recommend and suggest solutions and alternatives to requests that meet and exceed expectations
• Support workplace experience team with duties as assigned when there are not events taking place
• Other duties as assigned

The ideal candidate must possess the following attributes:

• Strong verbal and written communication skills
• Personable, highly engaging and empathetic
• Knowledgeable, approachable and resourceful
• Proactive, energetic and self-starter
• Problem-solver, ability to prioritize, calm in pressure situations
• Team player, collaborator and multi-tasker

Requirements

• Manage and prioritize multiple tasks daily
• Excellent written and oral communication skills
• Ability to adhere to schedule and be punctual
• Flexibility to adapt to changing priorities
• Proficient with Microsoft Office Suite
• Professional appearance
• Great, helpful attitude in partnering with many different teams
• 3+ years of corporate event, conference or hospitality experience is required
• Demonstrated experience exceeding targets and client satisfaction metrics
• Have strong organizational and time management skills with a high degree of flexibility
• Demonstrated strong MS Office abilities including PowerPoint, Excel, and MS Word
• Job requires ability to lift up to 50 pounds periodically

Benefits

• 401K with company match
• Generous PTO
• 2-week paid sabbatical every 5 years
• Access to company Employee Resource Groups
• Access to Employee Assistance Program