Events Coordinator

Virtuoso is the leading global travel agency network specializing in luxury and experiential travel. This by-invitation-only organization comprises over 1,200 travel agency locations with more than 20,000 travel advisors in 58 countries throughout North America, Latin America, the Caribbean, Europe, Asia-Pacific, Africa and the Middle East. Drawing upon its preferred relationships with 2,800 of the world's best hotels and resorts, cruise lines, airlines, tour companies and premier destinations, the network provides its upscale clientele with exclusive amenities, rare experiences and privileged access. Annual sales of (U.S.) $35 billion make Virtuoso a powerhouse in the luxury travel industry. For more information, visit www.virtuoso.com.

The Events Coordinator supports the planning and execution of Virtuoso events across all regions. This role works closely with assigned Planners and the Senior Director, Global Events Operations to manage logistics, registration, materials, communications, and on-site support.

Essential duties and responsibilities include the following. Other duties may be assigned.

• Support assigned Planners in executing Virtuoso events across all regions.

• Use Virtuoso's Event Management Software (EMS) to:

• Build registration sites and event-specific questions.

• Create agendas and fee structures.

• Manage participant updates and rooming requests.

• Generate reports (rooming lists, name badges, RSVPs) and perform mail merges.

• Prepare and assemble event materials (badges, tent cards, signage, welcome packets) for all assigned events.

• Research and draft event site content (agenda, costs, hotel info, cancellation policies).

• Travel to assigned events to provide on-site support (audit rooming lists, set up registration desk, greet participants) as determined by the Senior Director, Global Events Operations.

• Build post-event surveys and share results with internal teams.

• Manage packing and shipping for events, track shipments, and maintain inventory of supplies and gifts.

• Travel to Virtuoso Travel Week in Las Vegas annually (2-week commitment including 1 weekend).

• Respond to participant inquiries via email, phone, and Zoho support tickets.

• Provide registration and tech support for virtual events.

• Assist with special projects assigned by the Senior Director, Global Events Operations.

• Serve as home-base support when not traveling.

• Support fellow Coordinators during peak periods.

Educational and Skills Requirements:

• 2-3 years of event industry or hospitality industry experience
• College degree or equal work experience
• Excellent customer service skills with a demonstrated ability to address and resolve complaints with a high degree of professionalism
• Pro-active and engaged with the ability to anticipate events and team needs
• Self-starter with the ability to work independently, and with a team, and work effectively with vendors and all levels of staff
• Understanding diversity, foreign cultures, and customs
• Strong organization and time management skills with ability to meet deadlines, multi-task, prioritize, and solve problems in a deadline driven environment with strong attention to detail
• Strong proficiency in Microsoft Office Suite, including Word, PowerPoint, Teams, Outlook, and SharePoint. Ability to do mail merges, format word documents, basic Excel formulas for sum, comparing lists, counting, ease with sorting and filtering results, basic knowledge of PPT and creating presentation decks from an existing template
• Ability to travel to domestic and international locations as designated by Senior Director, Global Events Operations including weekends and holidays, when necessary (2-3 times per year), (passport required)
• Ability to work extended hours and weekends when necessary to prepare for event(s)

Travel Requirements:

• Travel may be required to attend company events (2-3 trips per year).
• Travel will be primarily domestic but may include some international.

Type/Nature of Contacts:

• External: Daily contact with members and suppliers.
• Internal: Daily contact with Virtuoso staff.

We offer a competitive salary and full benefits package, including medical/dental/vision/life, 401(k) savings plan, and more. Virtuoso is an equal opportunity employer, dedicated to promoting a diverse workforce.

Pay ranges are intended to cover roles based across the United States. An individual's base pay depends on various factors including geographical location, experience, knowledge, skills, and abilities of the applicant.