Event Coordinator | Temporary, Decatur, United States 39 views

Organization: Task Force for Global Health (Task Force)
Country: United-states
Field location: Decatur GA
Office: Task Force in Decatur GA

Event Coordinator | Temporary
Job Number : 91559
Job Types : Temporary Part-Time
Division : Affiliated Organizations
Department : Task Force for Global Health
This position may involve the following Health and Safety issues: : Not Applicable
Job Categories : Business Operations
Campus Location (For Posting) : City : Decatur
Location : Name : Task Force for Global Health
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Description
IMMEDIATE NEED! Task Force for Global Health (TEPHINET) is seeking a part-time (20 hours per week) Event’s Coordinator. This temporary position that will last until September 2022. Depending on the event, the Events Coordinator may be required to work full-time hours (40 hours) or stay at the venue hotel and potentially work up to 90 hours per week during this period.
TEPHINET is seeking a temporary Events Coordinator to assist the TEPHINET Events Manager with various events and meetings through the end of the fiscal year.
The Temporary Events Coordinator will support the TEPHINET Events Manager in planning and executing virtual and in-person network exchange and information sharing events.
This will include, but not be limited to, working with the TEPHINET travel agent to:
Identify and negotiate hotel contracts
Interact and negotiate vendor services
Help book and manage TEPHINET Hosted Attendee travel arrangements
Assist with the hotel rooming lists
Working with the Events Manager and the Task Force for Global Health Global Security Director for a risk management profile for each event
Perform administrative and other duties as assigned.
Create and manage RFPs for venue, lodging, catering, transportation, and translation services.
Schedule continual communications with the primary internal stakeholder(s) throughout the event from planning, during and post event.
Maintain of the TEPHINET Conferences Calendar.
Assist the Events Manager in the management of the production company for virtual events.
Attend all planning committee meetings for each event.
Assist the Project Coordinator, Conferences with any presentation-, speaker- and Interactive Learning Session-related logistics.
Manage of the event timeline, as needed.
Assist the Communications Team with the event registration websites within Cvent and any other information, as necessary.
Manage travel for TEPHINET Hosted Attendees, to include airfare, lodging, per diem and registration.
Assist in the management of the master TEPHINET Hosted Attendee travel manifest for each event.
Assist the Events Manager in creating risk management plans for in-person events.
Act as the liaison with the conference venue and vendors.
Provide onsite support to the Events Manager during the event.
Participate fully as a member of the Task Force for Global Health by contributing, assisting and participating in projects, activities, and initiatives as requested by management.
Preferred Qualifications:
Bachelor’s in Hospitality Management or a high school diploma with a minimum of 4 years’ event management experience (to include, conferences, training workshops, meetings.)
Excellent verbal and written communication skills with all levels of staff and clients in English.
Working knowledge of the hospitality industry and terminology.
Capable of multi-tasking in a high stress environment with minimal supervision.
Able to understand and execute complex instructions.
Intermediate to expert level in Excel and Google Suite.
Working knowledge of Cvent, Passkey and Smartsheet.
Experience with international travel management.
Experience working in an environment with people from diverse backgrounds.
Bilingual (French, Spanish or Portuguese.)
CGMP or CMP.
Proven negotiation ability.
TFGH Background:
The Task Force for Global Health (TFGH) is a non-governmental organization affiliated with Emory University and located in Decatur, GA. TFGH and its programs work globally to eliminate diseases that have plagued humankind for centuries and build the systems necessary to protect the health of entire populations. In 2016, TFGH received the Conrad N. Hilton Humanitarian Prize – the world’s largest award of its kind – in recognition of its contributions to alleviating human suffering.
TEPHINET Background:
Training Programs in Epidemiology & Public Health Interventions Network (TEPHINET) is a global network of field epidemiology training programs (FETPs) founded in June 1997 with support from the World Health Organization (WHO), Centers for Disease Control and Prevention (CDC), and the Foundation Merieux. With a secretariat based in Atlanta, Georgia, USA, TEPHINET is the only global network of field epidemiology training programs, spanning multiple regional networks, sub-regional programs, and national programs around the world. Overall, TEPHINET comprises 72-member programs in more than 100 countries. Currently, there are more than 12,000 FETP graduates around the world.
Job Description:
Execute conferences, meetings, and various types of special events for a school, department, or division.
Interfaces with clients to plan events, and oversees their implementation.
May conduct pre-event site/venue tours with potential clients.
Recommends appropriate venue options based on the scope and specifications of the event.
Liaises with catering vendors, Staging staff, and other parties participating in producing the event.
Oversees domestic and/or international travel arrangements for event attendees.
Acts as a primary day-of-event representative to the client before, during, and after event.
Tracks and monitors event expenses; may oversee event billing and payment processes.
Performs other related responsibilities as required.
Minimum Qualifications:
A high school diploma and four years of experience in planning, coordinating and conducting special events, or a Bachelor’s degree.
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