CONFERENCE COORDINATOR

Kelly Outsourcing Consulting Group has an opening for a Conference Coordinator for a long-term engagement at one of our Global medical device clients in Irvine CA. The role is eligible for medical benefits, paid time off including vacation (PTO), and holidays, 401K, and annual performance reviews. If you’re passionate about bringing the latest scientific discoveries to life and are ready to take the next step in your career, trust The Experts at Hiring Experts

Location:

• Irvine CA

Pay is $30-32 an hour
Schedule: Monday-Friday, 8AM-4:30PM + some Saturdays

SUMMARY:

Responsible for building and executing outstanding customer experience for all guests of the client institute by providing stakeholder support, operational oversite and scheduling of conference and lab space for the customer.

Responsibilities:

• Building and executing outstanding customer experience for a high volume of guests, provide stakeholder support, operational oversite and scheduling of conference and lab space for the Institute.
• Process meeting and lab space requests for 6 Institute locations, collaborate with Institute team members and maintain the sites event calendar.
• Work with meeting planners, professional/commercial education, 3rd party, internal and external stakeholders to coordinate all meeting & lab logistics from registration to arrival to departure.
• Think strategically, problem solve on the spot, manage multiple tasks while maintaining a positive attitude and outlook. Utilize solutions-oriented thinking to resolve scheduling conflicts and accommodate special requests with external and internal stakeholders.
• Coordinate event logistics and provide overall operational support.
• On-site POC for meeting requesters & planners, support, and general oversite for all meetings/trainings/events.
• Relationship owner for facilities management (FM), audio visual AV), IT, catering, housekeeping, and security functions.
• Process cancellations and/or rescheduled meetings/bookings and notify requestor/all associated support teams.
• Manage, monitor, and follow-up on high volumes of emails in the site mailboxes.
• Maintain accurate data in Go Lims, Cvent and process FM work requests.
• Partner with lab and AV staff to accommodate specific needs or requests to achieve service excellence.
• On-site coordination, support, and general oversite for all meeting/trainings/events at the institute.
• Collaborate with outside vendors, order branded and/or office supplies and uphold all aesthetic standards of the Institute environment.
• Know & follow policies/procedures related to work activities.
• Complete required training(s) within the allowed time-period.
• Follow all company safety policies and other safety precautions within the work area. Promote safety to all associates that enter work area.
• Follow HCC guidelines, operating room training and safety standards, if applicable.
• Training is required for changes in existing policies and procedures, for new assignments and for the implementation of new policies and procedures.

Minimum Experience:

• High School degree is required, bachelor’s degree is preferred
• Minimum of two years of experience working in a business or hospitality environment is required
• Must have the ability to make decisions independently, seek guidance where appropriate, and implement policies and procedures that benefit the overall customer experience of the assigned site.
• Attention to detail
• Customer service oriented and service excellence driven
• Strong organizational, verbal, and written communication
• Patient and solution oriented
• Team player
• Must be organized, punctual and flexible. You will rotate covering weekends on your own and be able to work independently and make decisions.
• Strong time and prioritization management
• Experience with coordinating multiple projects at once and working with all levels of associates
• Comfortable working in a fast-paced environment
• Proficient in Microsoft office with a strong emphasis on Excel and Outlook
• Quick learner, tech savvy, understand and connect process flow,
• Work in multiple programs and systems
• Sense of urgency, quick thinker
• Resilient, flexible, and adaptable
• Ability to work overtime, evenings, and weekends, when necessary
• P#1

Email resumes to Jacqueline.Sayoc@KellyScientific.com
As part of our promise to talent, Kelly supports those who work with us through a variety of benefits, perks, and work-related resources. Kelly offers eligible employees voluntary benefit plans including medical, dental, vision, telemedicine, term life, whole life, accident insurance, critical illness, a legal plan, and short-term disability. As a Kelly employee, you will have access to a retirement savings plan, service bonus and holiday pay plans (earn up to eight paid holidays per benefit year), and a transit spending account. In addition, employees are entitled to earn paid sick leave under the applicable state or local plan.
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• Building and executing outstanding customer experience for a high volume of guests, provide stakeholder support, operational oversite and scheduling of conference and lab space for the Institute.
• Process meeting and lab space requests for 6 Institute locations, collaborate with Institute team members and maintain the sites event calendar.
• Work with meeting planners, professional/commercial education, 3rd party, internal and external stakeholders to coordinate all meeting & lab logistics from registration to arrival to departure.
• Think strategically, problem solve on the spot, manage multiple tasks while maintaining a positive attitude and outlook. Utilize solutions-oriented thinking to resolve scheduling conflicts and accommodate special requests with external and internal stakeholders.
• Coordinate event logistics and provide overall operational support.
• On-site POC for meeting requesters & planners, support, and general oversite for all meetings/trainings/events.
• Relationship owner for facilities management (FM), audio visual AV), IT, catering, housekeeping, and security functions.
• Process cancellations and/or rescheduled meetings/bookings and notify requestor/all associated support teams.
• Manage, monitor, and follow-up on high volumes of emails in the site mailboxes.
• Maintain accurate data in Go Lims, Cvent and process FM work requests.
• Partner with lab and AV staff to accommodate specific needs or requests to achieve service excellence.
• On-site coordination, support, and general oversite for all meeting/trainings/events at the institute.
• Collaborate with outside vendors, order branded and/or office supplies and uphold all aesthetic standards of the Institute environment.
• Know & follow policies/procedures related to work activities.
• Complete required training(s) within the allowed time-period.
• Follow all company safety policies and other safety precautions within the work area. Promote safety to all associates that enter work area.
• Follow HCC guidelines, operating room training and safety standards, if applicable.
• Training is required for changes in existing policies and procedures, for new assignments and for the implementation of new policies and procedures